Privacy notices

We, Woking Borough Council, are committed to protecting your privacy when you use our services.

We provide a range of statutory and other services to people and collect personal data when doing so.

Woking Borough Council is a data controller and processor for the purposes of Data Protection legislation. This means that we are responsible for deciding the purpose of collecting and using information, but as a processor we also use the information in line with why we collected it as part of our everyday work.

As a borough council, we provide amongst other things planning, Council Tax, benefits and regulatory services. For more information, go to borough and county council responsibilities.

This privacy notice explains what we do generally.

We also publish individual privacy notices of specific areas. 

What kind of information we are talking about

The legislation covers 'personal data' which is information which directly or indirectly identifies a person. This could mean:

• name
• address
• date of birth
• National Insurance (NI) number
• IP address
• genetic data

Some personal data is special category data and includes types of information such as ethnicity, religion and health.

Why we collect personal data

For some council services, there is a need to collect personal data so that we can get in touch or provide the service you require. Many of these services are statutory, which means that we are required by law to provide them, and this will be why we ask for information from you. This is our legal basis for using the information because without the information then we would not be able to that service to you.

Each service will have its own requirements. You will only be asked to provide the information which we need in order to provide you with that service. 

There will be some services which we need your consent to collect and use your information. Where this is the case then we always make this clear to you when you first become involved with the service.

It may also be that we provide a service to you which is statutory, but we would like to use some information for another reason, such as research or evaluation of our work. Where we need your consent to do that, we will make this clear to you and give you a choice.

What types of information we hold

This will depend on the service and what information is needed however it will include both personal data and special categories of data. It may include but not be limited to:

• name
• ethnicity
• identification number
• email address
• address
• financial
• nationality
• date of birth

Who we collect information from

It will depend on the service, however, the starting point will normally be yourself or someone acting on your behalf.

Sometimes we may need to ask other agencies or organisations for relevant information about you to fulfil our legal responsibilities or to provide services.

Who we share information with

It will depend on what service you are receiving as to who we share information with and why and where permitted. this may include but not be limited to:

• other local authorities
• police
• law enforcement
• trade unions
• central government
• housing providers
• legal representatives
• courts
• debt collection
• commissioned service providers

We may pass your information to these other agencies or organisations as allowed or required by law, for example to enable them to carry out their statutory duties, or where it is necessary to prevent harm to yourself or other individuals.

How long we keep information for

We are required to keep information for as long as it is required. It does not however specify how long a specific piece of information should be retained for.

Therefore, each  service area will use a retention schedule for documents etc which it holds and have a secure means of destruction. 

Our service areas

We publish specific information relating to the information collected by each of our services.