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Fair processing notices - Information rights

How we use your data

Important notice: regarding possible delays to requests for information due to the pandemic - March 2020

Stoke-on-Trent City Council is a Category 1 responder under the Civil Contingencies Act 2004 and it is responsible for the provision of a range of essential services to the residents of Stoke-on-Trent.  Our workforce have to prioritise keeping these essential services running during the coronavirus pandemic. This means that we may need more than 1 calendar month to respond to requests for information submitted under Data Protection legislation, as has been recognised by the Information Commissioner. Thank you for your patience at this time.

The data will be used for processing requests for information made under the Data Protection Act 2018/General Data Protection Regulation (2016/679), Freedom of Information Act 2000, Environmental Information Regulations 2004 and Re-use of Public Sector Information Regulations 2015.

We are able to do this because the laws above place a requirement on the city council for these services to be provided. 

We are also required by data protection law to hold and use some of your information for the purposes of investigating data protection concerns and information security incidents.  

Your information may be disclosed to a third party (such as police, HMRC, Border Force UK, National Crime Agency, other local authorities, solicitors and the courts) when the law allows us to do so.

We have a duty to protect public funds so may use the information we have for the prevention and detection of fraud. We may share this information with other bodies for these purposes.

We may share data with our internal audit team to evaluate the effectiveness of the organisation’s risk management, control and governance processes.  We may also share your data with the council's fraud team to help to prevent and detect fraud.

Data protection law provides you with certain rights, but not all of these rights will be available to you in all situations. Where we are under a legal duty to use data for a particular purpose you will not have the right to prevent it being used in that way.

  • you can ask to see the information that we hold about you
  • you can ask what is being done with the information that we hold about you
  • you can ask to have some data that we hold about you deleted
  • you can ask us to review a decision made about you by a computer, and ask for a new decision to be made without a computer
  • you can ask us to stop processing data that we hold about you, but only in limited circumstances, such as processing for research, historical or direct marketing reasons
  • you can ask us to make changes to inaccurate data
  • you can ask us to move your information somewhere else
  • you can ask us to restrict or limit what we do with your data, for example if you believe that data we hold is inaccurate, or you believe the processing in unlawful
Who to contact if you have questions

If you wish to contact us in relation to any of your information rights, email or write to Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH.

Complete the online form

If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, contact the information rights team in the first instance using the details above. If you are not satisfied you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or call 03031231113

Information Commissioner's Office website