This notice explains what personal data (information) we process about you for the purposes of the services previously provided independently by Vivacity and Aragon Direct Services on behalf of Peterborough City Council. Processing means how we collect, use, share and hold. We are required to give you this information under data protection law.
Peterborough Limited is a private limited company, which is wholly owned by Peterborough City Council as a Local Authority Trading Company (LATCo). However it is separate to the Council and has more freedom to operate as a commercial business. It was set up to deliver services to the city and generate income to help fund Council services. The trading names it will be known by are Aragon Direct Services and Vivacity Leisure.
Peterborough Ltd 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 for the reasons it was collected. This privacy notice explains what the company does generally, who we collect information about, why and what we use it for.
We also have a section on your rights and how you can contact us to exercise these rights.
We are always looking to improve how we communicate with you so if you have any comments or questions then we would like to hear from you.
You can find out more about how the Council handles personal data, your rights and who to contact if you have any concerns, in the Peterborough City Council corporate privacy notice at www.peterborough.gov.uk/council/council-data/corporate-privacy-notice.
What kind of information are you talking about?
Data Protection covers “personal data” which is information which directly or indirectly identifies a person. This could mean name, address, date of birth, National Insurance Number, IP address or genetic data. Some personal data is what we used to call sensitive personal data but is now called special categories of data. These still include types of information like ethnicity, religion and health.
Why would we collect person data?
For some of the services we deliver 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 on behalf of Peterborough City Council. This means that where we are delivering these kinds of services then we are acting as if we were Peterborough City Council. For example, we operate the bin collection service on behalf of the Council so the Council shares with us the information we need to deliver that service for the city. We have a contract with Peterborough City Council to deliver these services at their instruction.
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 and 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. You always have the right to withdraw from receiving that service. If you do withdraw consent, then we will always make sure that we explain the impact of you doing this is.
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 do 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. We collect and process personal information about residents including both adults and children, parents and family members who are referred to a service or obtain services from us. This may include:
- only ask for information if we have legitimate grounds to do so;
- explain why we are asking for that information;
- only ask for the information we actually need;
- keep accurate and up to date information;
- only keep information for as long as it is needed; and,
- to ensure that we take appropriate steps to keep your information secure.
The information we collect is recorded in paper files, in databases and in electronic folders on Peterborough Limited’s secure network where it is accessible only to staff who need to see it to do their jobs. All staff who have access to information about you will have received training on data protection and information security. All data is stored within the United Kingdom.
Who do we receive information from?
It will depend on the service; however, the starting point will normally be yourself (or someone acting on your behalf) and quite often it will come via Peterborough City Council.
Peterborough City Council’s customer contact centre and website will often be the first point of contact for you to raise concerns or ask questions. The Council will pass that information to us to deliver a service – if you report that your bin has not been collected then they will pass the information to us so that we can take action.
As we provide services on behalf of the Council, we will also be provided with information to enable us to provide these services unless you consent to other uses or the law permits. The contract between the Council and ourselves makes this very clear. For instance, in order for us to provide a transport service on behalf of the Council, we will need to be provided with information about you or your child in order to provide that service.
We may also receive information from other organisations who we work with to deliver a service. For example, your information may be shared with us by a health professional because we will be providing a transport service to you and need to understand your requirements. In those cases, the person or agency referring you should tell you what they are doing.
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 do we share information with?
It will depend on what service you are receiving as to who we share information with and why. We will make this clear at the point you access a service.
We will share information with Peterborough City Council to ensure that the services being requested by you are being delivered and they hold a record of this.
We may pass your information to 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.
We will be working with the council’s strategic partners. This means that we provide them with your information to provide services like highways work. This is always done under a contract so that they can only use your information for the reasons specified in the contract and must abide by the same data protection legislation as we do.
We provide the following services:
Domestic waste and recycling collection – including bulky waste collection and garden waste collection services. This means that we will have information about whom has requested and paid for either/ both the bulky and the garden waste service so that we collect those bins. We will also have information relating to those who require our help to have their waste collected [assisted bin collections]. This means that the council will have shared name and address information with us so that we can provide the service. This service also includes the removal of any fly tipping.
Operation of the Waste Transfer Station – Waste transportation service from a transfer station to a waste processing facility.
Passenger Transport Services – provision of a Dial-a-Ride; home to school and passenger transport services. The school transport includes those children who have special education needs and have specific requirements for their transport such as type of vehicle and whether they need a passenger assistant. This means that we will have specific health information so that we can make sure that we can provide the service each child needs and keep them safe.
On the dial-a-ride service the driver will have the details of whom they are to collect and from which location to they might ensure they have provided the correct service to the correct person. For passenger transport the driver may have the name and number of whom has booked the service, so they might advise of any delays or issues.
Courier services – transports post between council facilities and some schools. This only requires the service to know where to deliver specific post to and not the content of that post.
Elections support – is the storage and transport of the council’s elections equipment and on certain occasions, the transport of ballot boxes to the count venue.
Complaint and Query management – in delivering the above services we occasionally receive observations, complaints and queries. We note the caller’s name and a means by which we might provide them with ongoing feedback in relation to the purpose of their call. Such information is not shared with third parties unless there is a legal or safety need to do so.
Street cleansing – includes the cleansing of specific highway verges and in the city centre. We also remove dead animals on behalf of the council.
Parks, trees and open spaces service – includes management and maintenance of:
- planted areas and hanging baskets;
- city’s graveyards/cemeteries including grave digging and exhumation;
- tree management on behalf of the council;
- park/sports/pool groundsman services such as Central Park;
Building management and maintenance – includes services such as office/school cleaning, routine and critical inspections testing and maintenance (for example fire, legionella) and surveyors for construction design. We will need to subcontract some work such as decorating, building and testing. Site contact details are shared with our contractors, so they might coordinate their safe working on site.
Vehicle Workshop – undertakes MOT work on fleet vehicles, council vehicles, taxis and private cars. Where collect personal information in this instance, it will be to meet statutory requirements in undertaking that work and issuing the certificate or any warning notices. Management of MOT bookings for which we will need to retain name and contact details.
Leisure Services including gyms, sports centres and swimming pools - If you create an account or book an event or course then your personal and payment details will be used to maintain that account, receive payments and if you consent then you may receive marketing information about events. This is done on the basis of you consenting to create an account and to fulfil any contract that a membership creates. You may also be asked to supply medical information for example to ensure that staff at the gym or swimming pool are aware of any conditions or support you need.
How long do you keep information for?
Under Data Protection, we are required to keep information for as long as it is required. Each service will use a retention schedule for documents etc which it holds and have a secure means of destruction. This can be made available.
You have rights under Data Protection and these are as below. There are reasons why we may not be able to agree to your request but we will explain why and always look to see how we can help you.
The Right of Access – this means that you can ask to have a copy of your information that we hold
The Right of Rectification – this means that you can request to have information we hold about you corrected
The Right to Erasure – sometimes known as the right to forgotten or asking us to delete some information
The Right to Restrict – this means that you can ask that we do not use your information whilst you believe it is inaccurate or where you object to our use of your information
The Right to Object – this means that you can object to what we are doing with your information
The Right to Data Portability – this means you can ask us to provide your data back to you in a way you can use it
The Right related to automated decision making – this means we will tell you if there will be any automated decision making based on your information and how this is done
You should submit your request to the Data Protection Officer as per details below.
If you are unhappy about how your information has been collected, used or stored then you can complain to:
Data Protection Officer
Nursery Lane Depot, Fengate, Peterborough. PE1 5BG
If you feel your data protection rights have been breached then please use the contact details as above. We will need to collect some information from you so that we can understand your complaint and take appropriate action to apply any required resolution.
The Information Commissioner’s Office is the UK’s independent body set up to uphold information rights. Their role is to uphold information rights in the public interest. They can be contacted at:
The Information Commissioner’s Office
Wycliffe House, Water Lane
Tel: 01625 545700 http://www.ico.org.uk
What personal data we collect and why we collect it
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