Leicestershire County Council Fair Processing Notice

This notice is to tell you about why we need your information and how we will handle it. This notice is for:

Leicestershire County Council War Memorials Project in the Chief Executive’s Department

What Information do we need from you?

We need to know the following about you: Your name and email address; your research pertaining to the war casualty or war memorial that you wish to submit for inclusion as part of the LCC War Memorials Project.

Why do we need this?

• Service delivery
• Service improvement and planning
• Research
• Communications and marketing
• Prevention and detection of crime

Your personal information (name, email address) will only be used so that we can deliver the service that is offered by the LCC War Memorials Project. We may contact you regarding the information you have submitted- to acknowledge your submission, to respond to any queries you have made, or if further clarification of your submission or research is needed.

By sending your research into Leicestershire war casualties or war memorials to us, you agree with the following:

All data submitted may be used by Leicestershire County Council for the inclusion as part of the War Memorials Project;

• Use of data by the LCC War Memorials Project Team is allowed for any non-commercial purposes, including for the research, for further educational, teaching, or exhibition work connected with the project;
• Reproduction of the data for non-commercial, educational purposes is allowed, in educational material, online exhibition, and published formats by LCC War Memorials Project;
• Rights to use and reproduce any material sent to the LCC War Memorials Project is allowed, including photographs, scans, and hard copy materials submitted. You agree that what you submit can be used in this way and that you have the rights to upload and share as part of the survey outlined. Attribution will be given unless expressly unwanted.

Why are we allowed to process your information?

Data protection law allows us to process your information within certain conditions. In this case we are using your consent as the lawful condition for us to do this, because of the public interest in historical research.

Who will we share this with?

Sometimes we need to share your information with others. We will only do this when it is necessary in order to offer you this service, or if we are required to do so by law. We do not plan to share it with anyone else or use it for anything else. When it is necessary, we may disclose your personal information to the following organisations:

• Judicial Agencies e.g. Courts
• Police
• Government Departments
• Education Providers
• Other Local Authorities

How will we keep it secure?

We will take all reasonable steps to prevent the loss, misuse or alteration of your personal information. Only the people who need to see your personal information will be allowed access to it. We will not send your information outside of the UK.

How long will we keep it for?

We will only keep this information for as long as necessary or as the law requires. Information submitted for inclusion within the War Memorials Project will be held permanently, subject to a 10 year review, in line with the Leicestershire County Council Information Asset Register/Retention Schedule. Your contact details will be held for 3 years from the date of our last correspondence, in case we need to contact you regarding your contribution to the project.

What if something changes?

If the information you provided changes or your circumstances change, please contact warmemorials@leics.gov.uk. If we need to change something like who we want to share this information with, we will contact you to let you know.

What are your rights?

You may request to see a copy of the personal information we hold about you. The law also provides you with other rights regarding your information including some around; correction of inaccurate data, objection to processing, moving your information to somewhere else, and in some cases, getting your information deleted.

If you are unhappy with the way your data is being handled or if you need to contact Leicestershire County Council’s Data Protection Officer, please contact the Information Governance Team: informationgovernance@leics.gov.uk

If you are not satisfied with any response you may receive from us based on a complaint or concern about your personal information, you then have the option of contacting the Information Commissioners Office to take that complaint further. The Information Commissioners Office does like to see that you have raised a complaint with the Council first and received a response before contacting them.  If you do wish to contact them, the address details can be found below:

The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)

Website: www.ico.org.uk

Email: casework@ico.org.uk