Emergency Planning Privacy Notice - Privacy policy

Why we collect your data
We will protect and respect your privacy.
This privacy notice covers the information you need to give us so we can help you in an emergency incident.

We have created this notice to clarify how we:
collect personal data
store personal data
process personal data

We have measures in place to protect your privacy throughout this process.

We are the Data Controller for the personal information you provide.

We hold and process all personal information in line with data protection legislation.
Categories of personal data
The data we process for emergency planning may include sensitive or other special categories of personal data. This may include details such as
mental health
physical health
medication
treatment received
primary language
faith
gender
known vulnerabilities
Purpose for processing
We provide coordinated, humanitarian help to people affected by an emergency.

Collecting and sharing data about an emergency is vital to the help we give to the people affected.

Some situations fall outside the scope of humanitarian help. We may still treat these as an emergency or major incident where we would need to share data to help people such as:
identifying vulnerable people who may need help to evacuate
providing extra support to remain in their own home

We use the data we collect and share to address the needs of people affected by emergencies.

This also applies to the information you have provided on behalf of someone else. This may information provided by parents, guardians, carers.

We may keep these records in writing or on a computer.
Lawful basis for processing personal data
We process your data to meet our legal obligations. The Civil Contingencies Act 2004 places a duty upon organisations, including Local Authorities to share information and co-operate.
Category 1 and 2 responders are obliged to co-operate with other organisations engaged in response in the same local resilience area HM Govt. Emergency Preparedness
Under the Civil Contingencies Act, Category 1 and 2 responders have a duty to share information with other Category 1 and 2 responders. Information sharing is also encouraged as good practice HM Govt. Emergency Preparedness
Emergency responders starting point should be to consider the risks and potential harm that may arise if they do not share the information HM Govt. Date Protection and Sharing in Emergencies Guidance for Local Authority Responders

We process your data to perform a public task.

We collect and process your personal information to carry our public tasks of:
providing assistance to residents and property affected by an emergency incident
protecting vital interests of residents and property affected by an emergency incident

We process your data where you have given us your explicit consent.
Providing accurate information
It is important that we hold accurate and up to date information about you. This helps us assess your needs and deliver appropriate services.

You must tell us immediately if any of your details change so that we can update your records.

It is an offence to:
give false statements
withhold information
fail to disclose changes in circumstances

We will not:
make any decisions about you based on automated processing
send your data abroad
store your data abroad
Sharing information
In the event of an emergency we may share information with partner organisations.
We use government guidance to help us decide if we should share information:
The starting point for emergency responders should be to consider the risks and potential harm that may arise if they do not share information. However, they should always consider whether the objective can still be achieved by sharing less or no information. HM Govt. Human Aspects Guidance 2016

The type of information that may be required by partner organisations in the event of an emergency is:

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We may share this information with:
Essex Police
Essex County Fire and Rescue Service
East of England Ambulance Service
other local authorities
Government departments such as the Resilience and Emergencies Department
Data retention
We only keep your data for as long as necessary.

We keep the data for ten years in case of a Public Inquiry or an Inquest regarding the incident.

After this time, we destroy your information in a secure way.

You can contact us for full details of how long we keep information and data.
Your rights
You can read our privacy page to find out:
how we maintain the security of your information
what rights you have to access your information
how to correct or remove your information

If you have any questions or want to find out more information you can phone or email our Data Protection Officer.

If you are unhappy with how we have processed your personal information, contact the Information Commissioner's Office.
Contact details
Data Protection Officer
Braintree District Council
Causeway House
Bocking End
Braintree CM7 9 HB
01376 552525
DPO@braintree.gov.uk