Gypsy, Roma and Traveller Service privacy notice

This page provides information on how the Norfolk and Suffolk Gypsy, Roma and Traveller Service uses your personal information to manage accommodation and provide support for welfare, education and accommodation matters to Gypsy, Roma and Traveller communities.

By ‘use’ we mean the various ways your personal information may be processed including storing and sharing the information.

Further details

We also provide further details regarding:

Who we are
How long we use your information for
Your rights under the GDPR and
How to exercise them

You can see this information in our general privacy notice on our web site or you can ask us for a copy of this information.

What we use your personal information for

We use your personal information primarily to manage the Norfolk and Suffolk Gypsy, Roma and Traveller Service, including:

Entering into pitch agreements when you want to live on one of our sites
Managing plot rentals on our sites, including collection of rent
Supporting accommodation including securing suitable accommodation and supporting tenancies
Supporting welfare issues on unauthorised encampments
Supporting and assisting with the identification of, and application for, appropriate benefits
Assisting families with all aspects of education support including pre-school, school and further education as described in the Children’s Services (education) privacy notice
Supporting access and signposting to health care and other services
Supporting families in meetings with Children’s Services and other services
Supporting welfare issues including safeguarding for children and their families
Supporting maintenance and repairs to traveller plots and sites

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.

The information we collect and use

The information we may collect and use may include your:

Name, address and contact details
Date of birth
Gender
Identifiers such as National Insurance Number and NHS number
Personal history including education and employment history
Family history and social relationships including children in the family
Engagement with the County Council including being a child in need or a looked after child – including fostering and residential care, adopted and leaving care
Financial details including bank account details and benefit receipts

We also collect information about the following which is classed as “special category data” under the GDPR:

Racial or ethnic origin
Health data including disabilities

We also collect information about criminal convictions and offences.

The GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy' which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information.

Who provides this information

The information we hold includes information you have provided to us.

We may also receive information from:

Other Norfolk County Council departments or services including Children’s Services and Adult Social Services
District councils including housing and planning services
Law enforcement agencies such as the Police
NHS and other health agencies
Government departments or agencies eg Department for Work and Pensions
Other businesses such as housing associations
Courts and other judicial agencies
Probation

How the law protects you and the legal basis for processing your information

We have legal grounds to process this information because it is necessary for the performance of a task carried out in the public interest. This includes tasks under the:

Children Act 1908
Caravan Sites and Control of Development Act 1960
Mobile Homes Act 1983
Housing Act 1985
Housing Act 1996
Housing Act 2004
Planning and Compulsory Purchase Act 2004
Equality Act 2010
Equality Act 2010 (Specific Duties) Regulations 2011
Fair Access Protocol: DoE advice 2012
Children and Families Act 2014
Special educational needs and disability code of practice: 0 to 25 years

We also process personal information where it is necessary for the performance of a contract, such as plot rental or other lease, or service and maintenance contracts.

We have legal grounds to process special category data and criminal convictions data where it is in the exercise of a statutory function and it is in the necessary for reasons in the substantial public interest. The statutory functions are as set out above.

Who we share your information with

We may also share your personal information with other organisations and public bodies, in particular:

Other Norfolk County Council departments of services including Children’s Services and Adult Social Services
Other local authorities including City, District and Borough councils’ housing and planning services
Law enforcement agencies such as the Police
NHS and other health agencies
Government departments or agencies eg Department for Work and Pensions
Other businesses such as Housing Associations
Courts and other judicial agencies
Probation

We share this information without your specific consent if it is reasonable and necessary to do so to fulfil our public tasks or if it is otherwise in the substantial public interest to do so. The law imposes safeguards to protect your privacy in these circumstances.

Finally, we may also share your information across different departments of Norfolk County Council, where it is necessary for our public tasks or functions to do so.

How we keep your information

The information is stored electronically, on Norfolk County Council’s records management system. Additionally, information is securely stored in other ways, including in email accounts and in paper files. We do not process your information outside of the European Economic Area.

Automated decision making

We do not make automated decisions about you and your family.

Date of notice

This notice was updated in June 2019