Emergency Management Service Privacy Notice

This notice provides details of how the Council’s emergency management service collects and uses information about you. For more general information about how the Council uses your information and your rights, please refer to the general Privacy Notice.

What information do we collect

The emergency management service may collect some or all of the following information about you depending on what type of assistance you are requesting or what service you are enquiring about:

Common for assistance from Safety Advisory Group (SAG):

• Personal name, address and contact details
• Relevant business, company or organisation name, address and contact details
• Correspondence (emails, letters, notes of telephone conversations)

Common during the course of an 'incident' or 'emergency':

• Personal name, address and contact details
• Relevant business, company or organisation name, address and contact details
• Correspondence (emails, letters, notes of telephone conversations)

The emergency management service may collect some or all of the following information about you as an 'interested party', such as raising a complaint about an activity within the district:

• Name, address and contact details

Who uses this information?

Emergency management officers use this information. It is also used by relevant council departments and external agencies where it is legal to do so.

Why do we use this information?

We use this information about you to:

• Provide advice and support to event organisers who wish to hold an event within the Bradford District.
• Provide partners information on events so that they can, if necessary, resource it or provide alternative services.

What authority does CBMDC have to collect and use this information?

Under the UK General Data Protection Regulations, the Council’s emergency management service collects and uses this information under powers given to Local Authorities (councils). The following categories of lawfulness apply:

6(1)(a) - Consent of the data subject

6(1)(c) - Processing is necessary for compliance with a legal obligation

6(1)(d) - Processing is necessary to protect the vital interests of a data subject or another person

6(1)(e) - Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Who are we likely to share this information with?

We share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will only share the minimum amount of information, only when required, for the following reasons:

With other Bradford Council departments to:

• provide advice and assistance to you
• help carry out their legal duties, including enforcement of any necessary regulations
• ensure potential risks to public safety are identified and addressed

With external emergency organisations including the West Yorkshire Police, West Yorkshire Fire Service, Yorkshire Ambulance Service, West and public transport operators:

• to assess the management of planned events and any potential adverse effects on the local community
• prevent, detect and prosecute crime

How do we keep this information secure?

Your information is stored securely on database and document management systems with stringent access and use policies. We also undertake checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.

Some paper based records relating to 'incidents' in the district are stored securely.

When computers make any decisions about you

The emergency management service does not make or use any automated decisions.

When your data gets sent to other countries

We do not send any information we collect about you outside the United Kingdom.

How long do we keep this information?

We have a record retention schedule which details how long we keep different types of records and what we do with them when we no longer need them. Event information files are kept for 5 years from date of the event and are then securely destroyed. Incident information is held for 10 years and then securely destroyed, with the exception of any declaration of a major incident which may be kept for a longer period which would be determined on a case by case basis.

What are your rights?

You have the right to request CBMDC to stop processing your personal data in relation to any council service. See our main Privacy Notice for details.