Rural Crime Partnership - Privacy Notice
Who the council is and what the council does
West Oxfordshire District Council is a data controller under the Data Protection Legislation as the council collects and processes personal information about you in order to provide services and meet their statutory and regulatory obligations.
Thames Valley Police in partnership with West Oxfordshire District Council, South Oxfordshire District Council and Vale of White Horse District Council was offered up to £1 million to bid for delivering a range of interventions over the period from 1 October 2023 to 31 March 2025: www.gov.uk/government/publications/safer-streets-fund-round-five/safer-streets-fund
This notice explains why the council asks for your personal information, how that information will be used and how you can access your records.
Any questions regarding our privacy practices should be sent to:
Data Protection Officer (DPO)
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Email: data.protection@westoxon.gov.uk
Tel: 01993 861194
Why the council needs your information and how the council uses it
The Safer Streets Fund enables Police and Crime Commissioners (PCCs) and Local Authorities to bid for investment in initiatives which have been proven to prevent neighbourhood crime. The fund aims to: reduce neighbourhood crime in areas that receive funding, making residents safer and reducing demand on the police to build evidence to strengthen the case for future investment in targeted crime prevention grow the local capability to undertake data-driven, problem-solving approaches to crime prevention.
The latest incoming funding will allow Thames Valley Police in partnership with the district councils to tackle rural acquisitive crime through the Rural Crime Partnership initiative.
All comments and personal data will be stored in electronic format in the council’s consultation portal. This portal is provided by a third party and the council has a formal contract with the data processor.
The council does not sell your personal information to anyone else.
What is the legal process for collecting and processing this data?
Under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018, the lawful bases we rely on for processing this information are:
- UK GDPR Article 6 (1) (a) Consent – the data subject has given consent to the processing of his or
- UK GDPR Article 6 (1) (e) Public Task – processing is necessary for the performance of a task carried out in the public interest in the exercise of official authority vested in the council.
- UK GDPR Article 9(2)(c) Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.
What type of information is collected from you
Personal details, which may include:
- Name
- Address
- Other contact details – email address and telephone number
- Comments
The above list is not exhaustive. The council will only ask for personal information that is appropriate to enable us to deliver our services. In some cases you can refuse to provide your details if you deem a request to be inappropriate. However, you should note that, this may impact on our ability to provide some services to you.
We collect this information by:
- Community engagement events.
Who your information may be shared with (internally and externally)
Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.
Your data may be shared with Thames Valley Police, South Oxfordshire District Council and Vale of White Horse District Council.
We will not normally share your information with organisations without your consent. However the council will use the information for the purpose of performing any of its statutory enforcement duties. It will make any disclosures required by law and may also share this information with other bodies responsible for detecting/preventing fraud or auditing/administering public funds.
Your information will not be disclosed to any other organisations, except where the council is required and allowed to by law, to safeguard public safety and in risk of harm or emergency situations.
The council will not share your information with third parties for marketing purposes.
How long the council keeps your information (retention period)
We will only retain your personal information for as long as we are required to do so by law and the purpose, we collected it for.
Where you have indicated an interest in being notified of future projects related to Community Safety, your personal data will be held to enable you to be notified.
Once your data is no longer needed it will be securely and confidentially destroyed or disposed of the data in line with retention schedules.
In relation to the Safer Street Survey the time period is not specified. The period of time we will hold this information will be for 12 months after the end of the project.
How the council protects your information
Your data is stored securely on our systems and accessed only by authorised officers using their own username and password created in line with pre-defined user credentials. Personal data is also held in electronic files on the council’s network drives. These are only accessible through personal logon credentials and access privileges to specific drives. Access to our council sites require a personal electronic pass to access staff only areas. The council has strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.
The council will not transfer your personal data outside the EU without your consent.
The council have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
The council will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Your rights
You have the following rights under the Data Protection Legislations:
- To access your personal data
- To be provided with information about how your personal data is processed
- To have your personal data corrected
- To have your personal data erased in certain circumstances
- To object to or restrict how your personal data is processed
- To have your personal data transferred to yourself or to another business in certain circumstances
To be told if the council have made a mistake whilst processing your data and the council will self-report breaches to the Commissioner.
How you can access, update or correct your information
The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.
If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of your records free of charge, within a month.
In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.
The accuracy of your information is important to us to be able to provide relevant services more quickly. The council is working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information the council holds is inaccurate or out of date, please email us or write to us at:
Community Safety
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Email: customer.services@westoxon.gov.uk
Further information
If you would like to know more about how the council uses your information, or if for any reason you do not wish to have your information used in any of the ways described in this privacy notice, please contact the Data Protection Officer at data.protection@westoxon.gov.uk.
For more information about data protection please visit: www.westoxon.gov.uk/about-the-council/council-data-and-information/data-protection/
If you are concerned about the way the council is handling your personal information you can contact the Information Commissioner (ICO): https://ico.org.uk/make-a-complaint/
The council reserve the right to update this privacy notice from time to time by publishing a new version on our website.