Making an information request

How we use your information when you make a freedom of information or environmental information request or if you make a data subject request

Purpose and lawful basis for processing

Our purpose for processing your personal data is so we can fulfil your information request to us.

The lawful basis for this is article 6(1)(c) of the GDPR, which relates to processing necessary to comply with a legal obligation to which we are subject.

If any of the information you provide us in relation to an information request contains special category data, such as health, religious or ethnic information, the lawful basis we rely on to process it is article 9(2)(g) of the GDPR, which also relates to our public task and the safeguarding of your fundamental rights.  Also relevant is Schedule 1 Part 2 paragraph 6 which relates to statutory and government purposes.

What we need and why we need it

We need information from you to respond and to locate the information you are looking for.  This enables us to comply with our legal obligations under the legislation we are subject to:

  • General Data Protection Regulation (2016/679)
  • Data Protection Act 2018
  • Freedom of Information Act 2000
  • Environmental Information Regulations 2004
  • Re-use of Public Sector Information Regulations 2015

What we do with it

When we receive a request from you we'll set up an electronic case file containing the details of your request.  This normally includes your contact details and any other information you have given us.  We'll also store, on this case file, a copy of the information that falls within the scope of your request.

If you are making a request about your personal data, or are acting on behalf of someone marking such a request, then we'll ask for information to satisfy us of your identity.  If it's relevant. we'll also ask for information to show you have authority to act on someone else's behalf.

We'll use the information supplied to us to process your information request and check on the level of service we provide.

If the request is about information we have received from or concerns another person or organisation, for instance it relates to confidential information provided pursuant to a planning application, to information held by a contractor on behalf of the Council or is information concerning a third party individual, then we may need to consult with that person or organisation to seek their view on disclosure of the material.

We compile and publish statistics showing information such as the number of requests we receive, but not in a form that identifies anyone.

How long we keep it

For information on how long we hold personal data, see our Retention Schedule.

What are your rights?

For more information on your rights, please see Your Rights.