This Privacy Notice only covers Derby City Council websites. It does not cover links within this site to other externally operated websites. If you transfer to another site, please read the Privacy Notice or Statement relating to their information.

Derby City Council provides a wide range of services. To provide some of these services we need to collect and use appropriate personal information; this may be collected either in person, over the phone or through the forms on our website.

When you contact us, we may ask you for personal information such as your name, address, postcode etc. We will only use this information to provide you with the service you have requested. If we need to use the information for any additional purposes or uses we will let you know when we collect it.   Sometimes we have to share or confirm personal information with other organisations; if we need to do this we will make it clear to you on the forms you complete to give us your information.

Any information provided through the comments/compliments/complaints area of the website will be used for the purposes which we reasonably believe it was provided for.

We will only share information when it is fair and lawful to do so.

Fair Processing Notice

Any information you provide to the Council will be stored securely and used for the purposes stated when the information was collected.

Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected unless required to by law.

We have an obligation to protect public funds from misuse and fraud. As a result of this we are obliged to transfer some information to the Cabinet Office as part of the National Fraud Initiative. The data held will be used for cross-system and cross authority comparison for the prevention and detection of fraud.

All local authorities have a duty to improve the health of the population they serve. To help with this, we use data and information from a range of sources including hospitals and records of births and deaths, to understand more about the nature and causes of disease and ill-health in the area.

We therefore collect data for public health purposes only with the consent of patients. The right to opt-out of their data being collected is available to all patients.

Current Fair Processing Notices can be found here.

Data Protection Statement

Any personal information provided will be treated in accordance with the Data Protection Act 1998 and only used for the purposes stated when we collect the information.

In addition to the purposes  we  state when we collect the information, it will also be processed in line with  purposes  identified on our Data Protection Registration with the Information Commissioner’s Office and can be viewed using our Registration reference: Z548584X.

It will only be shared within the Council if another department needs to respond to a specific query or question and for those purposes required by law.

Under the Data Protection Act 1998, we have a legal duty to protect any information that we collect from you and we treat all the information you provide in confidence. We take measures to safeguard your data and apply security standards and controls to prevent any unauthorised access to it.

For a guide to data protection visit the Information Commissioner’s website.

You are entitled to copies of any personal information that Derby City Council hold about you. Further details can be found on our Data Protection Act page.

Freedom of Information

This act gives you the right to access information held by Derby City Council. There are exemptions to this right and should any of these apply, we are required to explain this to you. Further information can be found on the Freedom of Information pages of this website.

Housing Benefit, Council Tax Support and Free School Meal Claims

In addition to our standard processing statement, we provide the following advice in relation to processing of Housing Benefits, Council Tax Support and Free School Meal claims.

We will use information we collect from you for the purpose of processing your claim. We may use it for the payment of rent, business rates, Council Tax, the Local Assistance Scheme and Fairer Charging Assessments.

It may also be used to assess any contribution to means-tested payments or grants provided by the Council if and when applications are made, except where the claim is for Free School Meals. This may include, but is not limited to, disabled facility grants, non-residential and residential care.

We may share some of your information with HM Revenues & Customs, and the Department for Work and Pensions to help us check your claim. We may also have to share it with the same organisations for legal purposes. We may also ask agencies or government departments to give us information they have about you.

If you are a Housing Benefit claimant and you live in social housing we may share some information with your landlord, and we may ask your landlord for information about your property.

This is so that we can identify whether you are, or may be, affected by regulations relating to under occupation and the benefits cap. This is so that advice, support and assistance can be offered as appropriate.

We may share information with the Homelessness Team to make sure we meet our statutory duty to provide advice and assistance to individuals who are homeless or may be at risk of becoming homeless.

We may share information with Derby Advice to make sure you are receiving the right amount and kind of benefit.

The information may also be used and shared with other departments in the Council for the purpose of collecting debt, preventing fraud, misuse of public funds and any legal or statutory requirements. It may also be shared with other public bodies such as the Cabinet Office for a similar purpose.

We may check information you have provided, or information about you that someone else has provided, with other information we hold. We may also get information about you from certain third parties, or give information to them in order to:

  • Check the accuracy of information
  • Prevent or detect fraud
  • Protect public funds

These third parties include Government Departments, other Local Authorities and private sector companies, as allowed by law.

Collecting Information Automatically

Please see our cookies page for further information about the information we collect automatically when using our website.

Information Security

The website pages which are used to collect your personal details are protected by a digital certificate called a “Secure Socket Layer”.

This is installed onto the web server to ensure that the information being transmitted is secure and to encrypt that information which makes it virtually impossible to intercept that transfer.