What you can do with your information
The law gives you a number of rights to control what personal information is used by us and how it is used by us.
You can ask for access to the information we hold on you
We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.
However, you also have the right to ask for the information we hold about you and the services you receive from us. When we receive a request from you in writing, we must give you access to the information we hold about you.
However, there may be information we hold that we can’t allow you to see, examples of this may include:
- Confidential information about other people; or
- Data a professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or
- If we think that giving you the information may stop us from preventing or detecting a crime
This applies to personal information that is in both paper and electronic records. If you ask us and give your permission, we’ll also let others see your record (except if one of the points above applies).
If you wish to request access to personal information then please submit a request, via the link below, and tell us which service you’re using, or used, so we can deal with your request:
You can ask to change information you think is inaccurate
You should let us know if you disagree with something written on your file.
We may not always be able to change or remove that information, but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.
Please follow the link below to find more information on how to submit a request to have information we hold amended:
You can ask to delete information (Right to Erasure)
In some circumstances you can ask for your personal information to be deleted, for example:
- Where your personal information is no longer needed for the reason why it was collected in the first place
- Where you have removed your consent for us to use your information (where there is no other legal reason for us to use it)
- Where there is no legal reason for the use of your information
- Where deleting the information is a legal requirement
Where your personal information has been legitimately shared with others, we’ll do what we can to make sure those using your personal information comply with your request for deletion.
Please note that we can’t delete your information where:
- we’re required to have it by law
- it is used for freedom of expression
- it is for public health purposes
- it is for scientific or historical research, or statistical purposes where it would make information unusable
- it is necessary for legal claims
Please follow the link below to find out more information on how to submit a request under the Right to Erasure (also known as the Right to be Forgotten and/or Deleted):
You can ask to limit what we use your personal data for
You have the right to ask us to restrict for what we use your personal information where:
- you have identified inaccurate information, and have told us of it
- we have no legal reason to use that information, but you want us to restrict what we use it for rather than erase/delete the information altogether
When information is restricted it can’t be used other than to securely store the data and with your consent to handle legal claims and protect others, or where it’s for important public interests of the UK.
Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.
You have the right to ask us to stop using your personal information for any council service. However, if this request is approved this may cause delays or prevent us delivering that service.
Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law. Please follow the link below for more information:
You can object to the processing of your Personal Data
You have the right to object to the processing of your Personal Data if such processing is not reasonably required for a legitimate business purpose as described in this notice or our compliance with law.
You can ask to have your information moved to another provider (data portability)
You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format. This is called ‘data portability.’
However this only applies if we’re using your personal information with consent (not if we’re required to by law) and if decisions were made by a computer and not a human being.
It’s likely that data portability won’t apply to most of the services you receive from the Council as the majority of information we process is required by law/legislation.
You can ask to have a decision reviewed if it has been made solely on automated processing
You can ask to have any computer made decisions explained to you, and details of how we may have ‘risk profiled’ you.
You have the right to question decisions made about you by a computer, unless it’s required for any contract you have entered into, required by law, or you’ve consented to it.
You also have the right to object if you are being ‘profiled’. Profiling is where decisions are made about you based on certain things in your personal information, e.g. your health conditions.
If and when RMBC uses your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed.
However, it is likely that automated processing/profiling won’t apply to most of the services you receive from the Council as the majority of our processes have some form of human intervention.
Rights related to automate decision making (including profiling)