ICT Privacy Notice

The processing of personal data is governed by the Data Protection Act (DPA) and other relevant legislation.  When we ask you for personal information, we will ensure that:

• you know why we need it
• we only ask for what we need and don’t collect too much or irrelevant information
• we protect your information and make sure nobody has access to it who shouldn’t have
• we only share it with other organisations when it is lawful to do so
• we don’t keep it any longer than is necessary
• it is not made available for commercial use without your permission

Causeway Coast and Glens Borough Council is collecting and processing your personal information (subject to applicable law) to allow the functionality of GLPI via mobile application.

IT Account Provisioning and Security: We process your name, contact details, and employment identifiers to create your organisation domain user account, internal email, and system profiles.

The lawful basis for ICT processing this information is Article 6(1)(e) of the UK GDPR. Processing is necessary for the council to exercise its official authority and carry out public tasks, including the provision, management, security and support of ICT systems and services.

We will use your personal information to log, manage, investigate and resolve ICT incidents and service requests, provide technical support, maintain service quality, comply with legal and security obligations and maintain audit records.

We do not use personal information processed through GLPI to make solely automated decisions about individuals or to carry out profiling.

The Council will only use your personal information for another purpose where it is lawful to do so in accordance with Data Protection legislation.

The Council is the data controller and determines the purpose and means of the processing of personal data. 

Council do not use any third-party processors to process your personal data for this purpose.

We will be collecting and processing the following types of personal information:

• Personal Information – Employee name, corporate phone number, corporate email address, corporate username, location information and IP address. 

The user's name is collected upon starting with Causeway coast and glens borough council and from that the Username, corporate number and email is generated. All this information is stored in our Active Directory to allow secure access to council ICT systems.  Single sign on for GLPI allows this information to be retrieved directly from Active Directory. 

Your information will be held by Causeway Coast and Glens Borough Council it will not be shared with any other bodies.

We will not disclose any of your personal information to any other organisation unless required to do so by law.

The information collected by the ICT \ Digital Services department may be shared to other departments in council if that department is needed for the ticket completion process or for Auditing purposes.

Personal information processed within the Council’s GLPI service is not routinely transferred outside the United Kingdom. All information is stored on councils' local servers.

Council will not disclose your personal information to any other organisations unless there is a lawful basis to do so, and it is in compliance with Data Protection legislation.

ICT service desk records will be retained in accordance with the Council’s Retention and Disposal Schedule. The applicable retention period will be determined by the nature of the request, operational requirements, audit requirements and any associated legal obligations. Records will be securely deleted or anonymised when no longer required.

1. ICT incidents and service requests – 1 Year after last action
2. Audit and activity logs – 3 Years
3. Attachments – 2 Years after close of ticket
4. deleted or closed tickets – 2 Years after close of ticket

All information stored is subject to and is kept in line with the Council’s Retention and Disposal Schedule https://www.causewaycoastandglens.gov.uk/council/access-to-information.

We may also keep it for longer in order to meet other legislative requirements, or to answer requests for information from ongoing or impending statutory inquiries.

• You have the right to be informed that your information is being processed
• You have the right to erasure when your personal data is no longer necessary. for the purpose for which it was originally collected or processed.
• You have the right to obtain access to your personal information.
• You can have your personal information rectified if it is inaccurate or incomplete.
• You have the right to restrict processing in certain circumstances.
• You have the right to object to the processing of personal information.
• You have a right to challenge automated decision making and profiling.

For further information on your rights, please contact the Council’s Data Protection Officer:

Data Protection Officer email:  dpo@causewaycoastandglens.gov.uk

• Please make sure that any information you give us is as accurate and as complete as possible.
• Don’t include personal information about another person (including your family members) unless you have told the individual concerned and they agree to it being supplied to us. 

Tell us as soon as possible if any of the personal information you have provided changes.

If you wish to make a complaint regarding how we have processed your personal information, you can contact the Data Protection Officer via the following methods:

• Email directly to Council’s Data Protection Officer: dpo@causewaycoastandglens.gov.uk 

• Write to the DPO: 

Data Protection Officer

Cloonavin

66 Portstewart Road

Coleraine

BT52 1EY

• Deliver in person to Cloonavin for the attention of the Data Protection Officer

Complaints will be acknowledged without undue delay and within 30 days of receipt.   

An investigation will then be undertaken into the matters raised in the complaint, and further information may be requested where necessary.

A response will be provided within one month where possible, and no later than three months from receipt of the complaint. Where a complaint is particularly complex, or where the investigation is expected to take longer than three months for any other reason, the complainant will be updated in writing.

On completion, a written response will be issued setting out the investigation undertaken and the outcome reached.

Right to external review

If you remain dissatisfied after you have received the response to your complaint, you have the right to refer the matter to the Information Commissioner’s Office (ICO) 

Website:https://ico.org.uk/make-a-complaint/

Telephone: 0303 123 1113

Postal address: Information 

Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF or call 0303 123 1113.

Any information carried over the Internet is not secure; information can be intercepted, lost, redirected, changed and read by other people.  Any transmission is at your own risk.

Once we have received your information, we will use strict procedures and security features to mitigate unauthorised access and protect your personal data against unlawful processing, accidental loss, destruction and damage. We will retain your information in accordance with our Retention and Disposal Schedule.

We have implemented security policies, controls and technical measures to protect the personal data that we have under our control from: 

• unauthorised access
• improper use or disclosure
• unauthorised modification
• unlawful destruction or accidental loss

All our employees, processors and sub processors who have access to and are associated with the processing of personal information, are obliged to ensure compliance with the Data Protection Act.