How we use your information
The purpose of this web page is to inform members of the public and Scomis customers about what to expect when Scomis/Devon County Council collects personal data about them. We will collect personal data about different types of people including:
- visitors to our websites
- complainants and other individuals as part of complaints and requests for information
- people who use our services, such as schools or other service users
- people who contact us requesting either information or a service
- job applicants and our current and former employees
Whenever we collect personal data from you, we will ensure you are provided with a privacy notice which complies with data protection laws.
Visitors to our website
When someone visits our website, we collect certain information about these visitors, such as IP addresses and details of the pages which these people have visited. This information does not allow us to identify individuals, but helps us to ensure our website is structured in the most effective and user-friendly way.
We will sometimes collect personal data via our website. In these circumstances, we will inform individuals why we wish to collect this information, what we will do with it and we will include details of who we will share this information with. This information will feature in a privacy notice which will be issued in accordance with our data protection policies.
Use of IP addresses
An IP address is a set of numbers that is automatically assigned to your computer whenever you log on to your internet service provider (or through your local area network (LAN). Web servers, the powerful computers that provide web pages for viewing, automatically identify your computer by the IP address assigned to it during your session online.
IP addresses may be collected for certain purposes (for example, to audit the use of our site). We do not link a user’s IP address to a person’s personal data, which means we will have a record of each user’s session but the user will remain anonymous to us.
Under certain circumstances, IP addresses and/or domain names may be linked to personally identifiable information, when this information is stored in databases managed by internet registrars or registries such as Network Solutions or ARIN.
Our website search queries and results are logged anonymously to help us improve our website and search functionality. No user-specific data is collected by Scomis/Devon County Council or any third party.
We operate secure data networks that are protected by firewalls and other measures. Both Scomis/Devon County Council and our partners have security measures in place to attempt to protect our website against the loss, misuse and alteration of personal data that is under our control.
Information that you supply to us is restricted to only those staff that need access to this information for their jobs. We have robust data protection policies in place to help our staff to ensure all personal data is handled professionally and in accordance with the law. Our staff are also required to undertake data protection training every two years.
People who call us
When you call Scomis, we may collect personal data for the purposes of dealing with enquiries. Certain calls may be monitored and recorded for training purposes. We will inform you if your call is being recorded.
People who email us
Any email sent to us, including any attachments, may be monitored by the Scomis/Devon County Council. Email monitoring or blocking software may also be used to protect our ICT Infrastructure against viruses and other forms of malware. Scomis/Devon County Council has a robust Cyber Security policy to ensure that our network and the information assets managed as part of it are secured from cyber threats.
People who make a complaint to us
When we receive a complaint, we will create a file containing the details of the complaint. This file may consist of paper and/or electronic documents and will normally contain the identity of the complainant and any other individuals connected to the complaint.
Any personal data that we collect throughout the course of handling a complaint will be used to process the complaint and to check the level of service we provide. We may compile and publish statistics showing information like the number of complaints we receive, but not in a form which identifies anyone.
Scomis/Devon County Council may have to disclose the complainant’s identity to the service which is the subject of the complaint. If a complainant doesn’t want information identifying themselves to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.
Where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.
Sharing your information
We are responsible for the delivery of a wide range of services to our customers. Some of our services are delivered by contractors and providers on our behalf. Scomis/Devon County Council may need to share personal data with these contractors and providers, so they can deliver the service. We will undertake to only share information which is relevant and necessary for the provision of that service to you.
Scomis/Devon County Council may share your personal data internally across services to help provide a service to you. This information will be restricted to only those staff members that need access to this information. We will not share your information with any third-party organisations unless you have provided your consent for this sharing or the council is required to share this information by law.
Circumstances when Scomis/Devon County Council may be required to share your personal data without your consent may include instances where the information is required for the purposes of prevention or detection of crime, or the apprehension and prosecution of offenders. We may also be required to share your personal data for the purposes of safeguarding or protecting the welfare of yourself and others. In these circumstances we will only share information that is relevant for the intended purpose and information that is shared will be restricted to the minimum necessary.
If you believe that your personal data has been shared inappropriately, you have a right to complain about this. More information about how to make a complaint is available on our customer feedback page.
Reporting security incidents
We have a responsibility to monitor all incidents that may breach security and/or confidentiality of information. In the interest of maintaining strong security protocols, Scomis/Devon County Council encourages all staff and Scomis customers to bring to our attention incidents involving the loss of personal or sensitive business information.
If you have lost or found such information, please complete Devon County Council’s Security Incident Reporting Form. For further advice and assistance please email email@example.com or phone 01392 383000 and ask for the Information Governance Team. Please include your name and contact details so that we can contact you again if necessary.
Any personal data that is collected via this process will be kept secure and will only be used for the purposes of investigating the specific concern raised.
Job applicants, current and former employees
When individuals apply to work at Scomis/Devon County Council, we will only use the information they supply to us to process their application and to monitor recruitment statistics. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a ‘disclosure’ from the Criminal Records Bureau we will not do so without informing them beforehand unless the disclosure is required by law.
We retain de-personalised statistical information about applicants to help inform our recruitment activities, but no individuals are identifiable from that data. This de-personalised information is published by Devon County Council as part of our equality performance monitoring agenda.
Once a person has taken up employment with Devon County Council, we will create an employment file which may consist of paper and/or electronic documents. The information contained within will be kept secure and only be used for purposes directly relevant to that person’s employment. Once their employment with us has ended, we will retain the file in accordance with the requirements of our retention schedule and then delete/securely dispose of it.
Access to personal data
We are committed to openness and transparency when it comes to people gaining access to their personal data. Individuals can find out if we hold any personal data by making a subject access request under data protection legislation. If we do hold information about you we will:
- give you a description of it
- tell you why we are holding it
- tell you who it could be disclosed to
- let you have a copy of the information in an intelligible form.
Please be aware that for access to personal data relating to pupils/staff at schools/educational establishments that we may host on their behalf, we are not the Data Controller and access should be sought from the school/educational establishment directly.
To make a request for any personal data we may hold, you need to complete our subject access request form or make a request in writing to;
Information Governance Team
County Hall, Room 120
You can also email: firstname.lastname@example.org
You may be asked to provide proof of your identity and proof of your address as part of this process. For more information call us on 01392 383000 and ask for the Information Governance Team.
How to contact us
For more information about how Scomis/Devon County Council will process your personal data, or for information on how to access information from us, please email us or write to:
The Data Protection Officer
County Hall, Room 120