Street Doctor privacy policy

1 Council Contact Details

1.1 West Northamptonshire Council
Registered Office:
One Angel Square
Angel Street
Northampton
NN1 1ED

Street Doctor is the council's online highway defect reporting system which allows you to tell us about a problem with our roads.

West Northamptonshire Council (WNC) is the Data Controller for the purpose of the General Data Protection Regulations, that is we are responsible for, and control the processing of, your personal information.

2 Information that we hold

2.1 The information we may collect includes but is not limited to:

name
address
phone numbers
email address

3 How the information is obtained

3.1 Most of the personal information we process is provided to us directly by you

3.2 What is the legal basis for us to process your data?

Public task – in the public interest or in the exercise of official authority

4 What we do with the information

4.1 We ask for your personal data so we can deliver our service, keep you updated on progress and to ensure that we meet our statutory obligations.

4.2 Sometimes it is necessary for the council to share information you have provided with other organisations. This typically will be where an organisation plays a role in providing a service. For example, where we commission another organisation to provide it on our behalf.

Street Doctor is used by the council's Highways Service Provider Kier and officers from WNC Highways. Any information provided to us about a highway defect will be assessed and updated by Kier and WNC Highways. They will have access to any personal data you provide and may use this to contact you about the defect you have reported should further information be required.

Other teams within WNC outside of Highways may also have access to any personal data you provide as they carry out certain functions on behalf of WNC Highways. For example, maintenance of trees and hedges, grass cutting, weed spraying.

Parish and Town Councils may also have some access to any personal data you provide as they carry out certain functions on behalf of West Northamptonshire Highways. For example, maintenance of trees and hedges, grass cutting, weed spraying.

Each of these authorities will have their own privacy notices explaining how they will look after your data should it be necessary for us to forward your concerns onto them.

The FixMyStreet software supplier also has access to all information you provide in order to deliver your problem report to the right place and to administer the software.

4.3 Automated decision-making is where decisions are made about you without any human influence on the outcome. These may affect your legal rights or have an impact on your circumstances, behaviour or choices.

4.4 Profiling is where you analyse parts of an individual’s personality, behaviour, interests and habits to identify their preferences, make predictions or decisions about them.

5 How long we keep your information for and how we securely dispose of it after use

5.1 We keep your personal information for all aspects of processing in line with the council’s retention schedules.

How long do we keep your records?

5.2 We will securely dispose of your information in line with the council's retention schedules.

5.3 All personal data we collect from you complies with the data protection principles, as stated in data protection legislation General Data Protection Regulation (GDPR) and West Northamptonshire Council's Data Protection Registration with the Information Commissioner's Office; for full list please check the ICO website.

Any personal data we collect will be held as an electronic record on a database system managed by our software supplier My Society or by our Highways Service Provider Kier on their own internal database system. The records maintained within the databases are only seen by staff who need to access the personal data provided so they can do their job. The security of the data follows WNC policies on Information Management.

There is no requirement for you to provide us with any personal data when completing the online form. Any personal data collected as part of this process will only be used for the purpose of dealing with your report.

Information you add to the location or details fields when submitting a Street Doctor form will be displayed on our website. As long as you do not add your personal information to these fields, no personal details will be displayed back to any other customers.

6 How we store your information

6.1 Your information is securely stored on the council’s systems.

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Privacy Policy for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

7.3 The right to withdraw consent (if applicable). You can ask that we no longer use your details for this processing. If you wish to exercise this right, please contact the Data Protection Officer.

8. Who to contact

8.1. If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2. If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 09 November 2023