Privacy Notice - Hybrid printing

Spelthorne Borough Council would like to collect your data and consultation responses in order to consult on the proposals for the 2022/2023 Budget and beyond.  We want to know which services are most important to local people to enable us to prioritise and make decisions about where to invest our Budget. 

In order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation, Spelthorne Borough Council must provide you with the following information about the personal data you give to us or we receive via third parties.

What information does the Council collect?

We need your personal data such as whom you represent including your title (if answering on behalf of a charity/commercial entity), your postcode, your age group, ethnicity, and income bracket. We will require limited information about your disability to gain insight into which services w

Privacy Notice - Hybrid Printing

Spelthorne Borough Council utilises a data processor for the delivery of 'hybrid mail' services.

Hybrid mail is mail that is delivered using a combination of electronic and physical delivery. This enables the council to send letters, invoices and documents directly from computers and other portable devices.  These documents and associated address lists are uploaded to a secure online portal or submitting through a virtual print driver.  This digital data is then transformed into physical letter items at a distribution print centre at a central location by the provider.

In order to comply with the Data Protection Act and the UK General Data Protection Regulation, Spelthorne Borough Council must provide you with the following information about the personal data which is used for hybrid printing:

• the Council is the data controller for the information, and the Council is relying on public task to lawfully process your personal data for the hybrid printing.  Other lawful bases apply to the Council's processing of your personal data which depend on the service provided - see our Privacy Notices for the various services.
• the Council will keep your data in line with the retention schedules,
• the provider will keep your data for a maximum of 1 month,
• for further information about how the Council uses your personal data, including your rights as a data subject, please see below,
• if you have any direct enquiries, Spelthorne Borough Council's Data Protection Officer can be contacted at data.protection@spelthorne.gov.uk

You have the following rights:

• you have the right to be informed via Privacy Notices such as this
• you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a subject access request in writing,
• if you find that the information Spelthorne Borough Council holds about you is no longer accurate, you have the right to ask to have this corrected,
• you have the right - under certain conditions - to ask us to erase your personal data,
• you may request that Spelthorne Borough Council stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties)

To exercise any of these rights contact the Data Protection Officer at data.protection@spelthorne.gov.uk.

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

The ICO will always expect you to have raised your concerns with us before submitting a complaint.