Thrive at Work Oxfordshire
Privacy Policy
This privacy notice explains how and why information about you will be used by Oxfordshire County Council (“us” or “we”).We may update this privacy notice at any time and may also notify you in other ways from time to time about the ways we use your information.
How we use information about you
We collect personal information to perform the services that we provide as part of our statutory functions. Where services are not part of our statutory functions, we may seek your consent to process your personal information.- We will use your information to create a case record for you, and we are responsible for decisions relating to the security and use of your information;
- Generally, we will not use your information without your permission for purposes not directly related to the services we provide;
- If your information is to be used for purposes such as training, planning and improving services, or research your information will be anonymised;
- It might be necessary to share your information for a purpose not related to the services if:
- your health or safety, or that of others, is at risk;
- it is in the public interest to do so, for social or health security;
- it will help to detect or prevent crime or illegal activity;
- we are required to comply with a legal obligation.
Types of information we hold about you
- details about you such as full name, date of birth or age, and contact details such as phone number, address, and e-mail address where appropriate;
- demographic information relevant to the services being provided, such as ethnicity, sex or gender, partnership/relationship and family status;
- information about contact with you;
- information relevant to the services being provided, e.g. library services, social care, concessionary travel or disabled parking badges, etc.;
- information relevant to actions, enforcements, issues or charges against you, e.g. traffic violations, parking enforcement, or other penalties or infringements.
Upholding our legal duties
We use your information in compliance with the data legislation, principally:- the Data Protection Act 2018 (DPA2018);
- the UK General Data Protection Regulations (UK GDPR);
- Data Use (and Access Act) 2025 (DUAA)
- the Privacy and Electronic Communications Regulations 2003 (PECR2003).
- to comply with our legal obligations;
- it is in the public interest or to perform a public task;
- to fulfil a contract;
- it is in someone’s vital interest;
- we have a legitimate interest clearly defined;
- you have freely given your informed consent.
Keeping your information secure
To ensure that your information is used appropriately and that your privacy is respected, your personal information will be held and used in compliance with the requirements of all applicable legislation. This means that:- we will use or require adequate technical and organisational measures;
- we will take steps to ensure that your information is kept as safe as possible, and that it is always accurate and up to date;
- only those staff who need to do so will access your personal information;
- your record will be retained in accordance with the council’s retention schedule.
Who we share information with
To provide the most suitable services we often work closely with other organisations. It may, therefore, be in your best interests for your information to be made available to these organisations. In addition, we may be required by law to share your information with some of these organisations.Typically, depending on the circumstances, we share information with the following types of organisations:- educational establishments (e.g. schools and early year’s settings);
- other health and social care professionals (e.g. NHS organisations and GPs);
- local and central government bodies (e.g. local councils and DWP);
- law enforcement agencies (e.g. Police forces, Fire and Rescue Services, DVLA);
- regulatory authorities (e.g. Local Government Ombudsman, Ofsted);
- the council’s external auditors (currently Ernst and Young).
Your data rights
In addition to your right to be informed about how we use your information, you also have the right (free of charge) to request the following:- access to personal information we hold about you;
- to have your information corrected if there are inaccuracies or if the information is incomplete;
- to restrict the processing of your information in certain circumstances in accordance with applicable law;
- in some instances, to object to your personal information being used at all due to special grounds relating to your particular situation - however, there may be compelling reasons why we may need to continue using your information even in these circumstances;
- to be told if your personal information is lost and if, as a result, your privacy and rights may be at risk.
- to withdraw your consent to process your information;
- in some instances, to ask for your personal information to be sent to another organisation in a suitable format. For example, we can provide you with your information in a structured, commonly used, machine readable form when asked;
- to withhold permission for your information to be shared.
