Norfolk County Council privacy notice

This privacy notice tells you what to expect when Norfolk County Council (the County Council) collects personal information.  It applies to information we collect about:

  • Visitors to our website
  • People who use our services, for example, receive support for their children
  • People who complain about any aspect of a service we provide
  • Job applicants and our current and former staff

Visitors to our website

When someone visits www.norfolk.gov.uk, standard internet log information and details of visitor behaviour patterns are collected.  This is done so that the County Council can identify such things as number of visitors to a particular area of the website.  This information is only processed in a way that does not identify anyone. Norfolk County Council does not attempt to find out the identities of people visiting the website.  If personal information is to be collected you will be advised of this when entering the site, along with details of what the information will be used for.

For more information on privacy online, please read our Website privacy and cookies statement.

The privacy notice only applies to the Norfolk County Council website and ceases to apply when you leave our pages.  If you follow links to other organisations' websites, even if you follow a link which we have provided, it is suggested you take the time to read the privacy notices on the websites you visit.

Use of cookies by Norfolk County Council

We use cookies on this website.  A cookie is a text file sent to your browser and stored there.  This enables the web server to recognise your computer when you revisit our website. 

We use cookies for things like collecting website usage data (via Google Analytics and Sitecore, our website content management system) which helps us to improve the website and to display more relevant content to users based on previous sessions spent our website.

Most browsers allow you to refuse to accept cookies.  This may, however, have a negative impact upon the usability of many websites, and may prevent you from accessing some services available on this website.

More detailed information about how we use cookies on this website and how to disable them.

People who contact Norfolk County Council

When you make an enquiry to the County Council, your call, email or other methods you use to contact us may be monitored or recorded for audit purposes.  If you are reporting an issue or asking for assistance then your personal details will also be taken.  This information is used to contact you with further information or to pass on your details to the relevant service in order for the service to deal with your enquiry.  If you are requesting details of a service the County Council does not provide, your details may be passed onto another organisation that can assist with this.  If you do not wish this to happen you must tell the operator dealing with your enquiry that you do not wish to be contacted by another provider.

If you are raising an issue about another person, your details will be recorded along with the details of the person you are calling about.  If you wish your identity to be kept confidential and to remain anonymous in this process, you must inform the operator dealing with your enquiry.  If the operator or another service department needs to contact you for further details they will do so, however your details will not be shared with the person the call is about without your prior consent unless it is absolutely necessary to do so to be able to investigate properly.  This applies to all forms of communication with the County Council.

Any emails that you may send to the County Council may be monitored by us for reasons of security and monitoring compliance with any relevant internal or external policies/legislation. 

People who make a complaint to us

When the County Council receives a complaint we create a file containing the details of the complaint.  This will also include the identity of the complainant and any other individuals involved in the complaint.

The information we collect as a result of the complaint will only be used to deal with the complaint. In doing so, details of the complaint and your identifiable information may need to be shared with other relevant staff across the organisation.  If you do not wish to have your identity disclosed we will try and maintain your confidentiality but in some cases, for example, where you are questioning the accuracy of a record, it may not be possible to do so.

We will keep your personal information in our complaints file in line with our current retention periods.  The retention schedule is currently being reviewed and will be published on the website by the end of 2016. The information will be retained in a secure environment and access to it will be restricted to staff that need to know details of your case.

Should you wish to make a complaint you can do so by using the following links:

Job applicants, current and former County Council employees

When individuals apply to work for the County Council, information provided in support of the application will only be used to process the application and to monitor recruitment statistics.

In cases where information needs to be disclosed to a third party, for example when seeking a reference or obtaining any disclosures from the Disclosure and Barring Service, we will not do so without informing you beforehand, except where the disclosure is required by law.

Personal information about unsuccessful candidates will be held for six months after the recruitment exercise has been completed, unless in the case where a migrant worker requires a permit, then the information will be kept for 12 months. It will then be destroyed or deleted.  We may, however, retain statistical information about applicants to help inform our recruitment activities but individuals will not be able to be identified from this information.

Once a person has been appointed to a post with the County Council, a file will be created containing information relating to the appointment.  This information will be kept secure and only used for purposes relating to the individual’s employment. Once employment has ended the file will be retained for the timescale as detailed in our retention periods and then deleted or destroyed.

Complaints or queries over the information collected

Norfolk County Council tries to maintain the highest standards when collecting and using personal information, and so takes any complaints regarding the collection and use of information very seriously.  If you think that the County Council has not dealt with your information properly or fairly or you feel you have been misled, you should contact our complaints team, who will look into this for you.

Access to your personal information

The County Council tries to be open in terms of giving people access to their information. I ndividuals can find out if we hold any personal information about them by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you we will:

  • Tell you what this is
  • Tell you why we are holding it
  • Tell you who it could be disclosed to
  • Let you have a copy in a format that is easily accessible for you as the individual to whom it relates

To make a request for personal information you will need to put the request in writing to:

Information Compliance Team
County Hall
Martineau Lane
Norwich
Norfolk
NR1 2DH

Disclosure of personal information

In most circumstances we will not disclose your personal information without your consent. However when we

  • Investigate a complaint
  • Need to provide you with a service or
  • Have concerns over a safeguarding situation

We will need to share personal information with the organisation concerned or other bodies.

Changes to this privacy notice

We keep this privacy notice under regular review.  This notice was last updated in July 2016.

This privacy notices does not list every reason for collecting personal information.

If you would like to ask why we collect particular pieces of information contact our complaints team.