Dudley Council
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Dudley MBC's Gypsy, Roma and Traveller Service Privacy Notice

This page provides information on how the Dudley MBC uses your personal information to manage accommodation and provide support for welfare, education and accommodation matters to Gypsy, Roma and Traveller communities. By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

Further details

We also provide further details regarding:
•  Who we are
•  How long we use your information for
•  Your rights under the UK GDPR and
•  How to exercise them

You can see this information in our Corporate Privacy Notice on our web site or you can ask us for a copy of this information.

What we use your personal information for

We use your personal information primarily to manage the Dudley MBC’s Traveller Services, including:

•  Entering into pitch agreements when you want to stay on one of our sites
•  Managing site fees on our sites, including collection of monies
•  Supporting welfare issues on unauthorised encampments and/or other sites
•  Support application for accommodation or other council services
•  Supporting and assisting with the identification of, and application for, appropriate benefits
•  Assisting families with all aspects of education support including pre-school, school and further education as described in the Children’s Services (education) privacy notice
•  Supporting access and signposting to health care and other services
•  Supporting families in meetings with Children’s Services and other services
•  Supporting welfare issues including safeguarding for children and their families
•  Supporting maintenance and repairs to traveller plots and sites

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

The information we collect and use

The information we may collect and use may include your:

•  Name, address and contact details
•  Date of birth
•  Gender
•  Vehicle details such as colour, make, model and registration number
•  Identifiers such as National Insurance Number and NHS number
•  Personal history including education and employment history
•  Family history and social relationships including children in the family
•  Engagement with the borough Council including being a child in need or a looked after child – including fostering and residential care, adopted and leaving care
•  Financial details including bank account details and benefit receipts

We may also collect information about the following which is classed as “special category data” under the UK GDPR:

•  Racial or ethnic origin
•  Health data including disabilities

We also collect information about criminal convictions and offences.

The UK GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy' which sets out our procedures for compliance with the principles of the UK GDPR and the retention and erasure of this information.

Who provides this information

The information we hold includes information you have provided to us.

We may also receive information from:

  • Other Dudley MBC departments or services including Children’s Services and Adult Social care
  • District councils including housing and planning services
  • Law enforcement agencies such as the Police and appointed enforcement agents
  • NHS and other health agencies
  • Government departments or agencies e.g. Department for Work and Pensions
  • Other businesses such as housing associations
  • Courts and other judicial agencies
  • Probation service
  • Other councils

How the law protects you and the legal basis for processing your information

We have legal grounds to process this information because it is necessary for the performance of a task carried out in the public interest. This includes tasks under the:

• Children Act 1908
• Caravan Sites and Control of Development Act 1960
• Mobile Homes Act 1983
• Housing Act 1985
• Housing Act 1996
• Housing Act 2004
• Planning and Compulsory Purchase Act 2004
• Equality Act 2010
• Equality Act 2010 (Specific Duties) Regulations 2011
• Fair Access Protocol: DoE advice 2012
• Children and Families Act 2014
• Special educational needs and disability code of practice: 0 to 25 years

We also process personal information where it is necessary for the performance of a contract, such as plot rental or other lease, or service and maintenance contracts.

We have legal grounds to process special category data and criminal convictions data where it is in the exercise of a statutory function and it is necessary for reasons in the substantial public interest. The statutory functions are as set out above.

Who we share your information with

We may also share your personal information with other organisations and public bodies, in particular:

• Other Dudley MBC departments or services including Children’s Services and Adult Social care
• District councils including housing and planning services
• Law enforcement agencies such as the Police and appointed enforcement agents
• NHS and other health agencies
• Government departments or agencies e.g. Department for Work and Pensions
• Other businesses such as housing associations
• Courts and other judicial agencies
• Probation service
• Other councils

We share this information without your specific consent if it is reasonable and necessary to do so to fulfil our public tasks or if it is otherwise in the substantial public interest to do so. The law imposes safeguards to protect your privacy in these circumstances.

 

How we keep your information

The information is stored electronically, on Dudley MBC’s records management system. Additionally, information is securely stored in other ways, including in email accounts and in paper files. We do not process your information outside of the European Economic Area.

Automated decision making

We do not make automated decisions about you and your family.

Date of notice

This notice was updated in November 2021