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Cardiff Council

Information Request Service Privacy Notice

​Cardiff Council receives requests for personal information under the Data Protection Act, Freedom of Information Act and Environmental Information Regulations on a daily basis. These requests are processed by the corporate Information Governance Team. This Privacy Notice explains how and why Cardiff Council process your personal information as an information requester.

What personal data we hold, and how we obtain it

To ensure we comply with our obligations under the Data Protection Act, we will ask you for a reasonable amount of personal information before we begin to process your requests and disclose information. This includes, but is not limited to:

Identifiable Information: 

  • Date of Birth
  • National Insurance Number
  • Employee and Membership Numbers

Contact details: 

  • Name
  • Address
  • Telephone Number and Email Address

Proof of Photographic Identification:
  • A copy of your Passport or Drivers Licence

Proof of Address: 

  • ​A copy of a recent Utility Bill or relevant Statement

Proof of Parental Responsibility; Guardianship; Executor.

All information is obtained from you directly, as the requester. Where you have provided us with personal data about other individuals, such as family members or dependants, please ensure that those individuals are aware of the information contained within this notice and Cardiff Council’s main Privacy Notice.

How we will use your personal data

When you submit a request for information, Cardiff Council have a legal obligation to process your personal information under the relevant legislation to which your request pertains.

In line with this legal obligation, your personal data will be used to:

  • Correspond with you, including disclosing the requested information
  • Verify and cross-check your identity as the requester or Data Subject.
  • Ensure the identified information pertains to yourself and no other individuals with identical names and Date of Birth.
  • Ensure any third party requesters have the relevant authority to receive your personal information.

How long we keep your personal data

We only retain your personal information for the amount of time we need it in order to comply with our legal obligations. We retain information relating to requests for a period of 6 years from the date the request is closed, however we may choose to change or extend this period in line with business requirements. Further information can be found on Cardiff Council’s Corporate Retention Schedule​​​​​​​​​​​​​​External link opens in a new window​​​.

Sharing your Information

We will only share your personal information as a requester for the following reasons:

  • For legal proceedings when a Court Order is made
  • In connection with Legal Proceedings or for the purposes of establishing, exercising or defending legal rights
  • To assist the authority with the prevention or detection of crime, or the prosecution of offenders, or the assessment and payment of tax

Data Processors

The Information Governance Team uses Third Party platforms to assist with managing the Council’s legal obligations, and to ensure your request is processed efficiently and securely in line with the Data Protection Principles. Data Processing Agreements are in place with the following third party organisations to ensure your data is processed in line with the Data Protection Act:

  • House on the Hill​​​​​​- Information shared with House on the Hill is limited and is only used for the purposes of corresponding with you and managing your request. You can view how House on the Hill process your information by accessing their Privacy Policy​​​​.
  • Data Protection People Ltd​- Information may on occasions be shared with Data Protection People Ltd. This sharing is limited and is only used for the purposes of managing your request. You can view how Data Protection People process your information by accessing their Privacy Policy​​.

​This sharing is limited and is only used for the purposes of managing your request.

Your Rights

As a data subject, you have many rights regarding your personal data. This includes:

  • ​Right of access
  • Right to rectification
  • Right to erasure
  • Right to the withdrawal of consent
  • Right to data portability
  • Right to the restrict processing
  • Right to object
  • Rights in relation to automated decision making and profiling.

Withdrawing Consent

If we are relying on consent to process your data, you can request to withdraw consent or restrict and object to some elements of the processing. If you have consented to another individual requesting or receiving your information, and you wish to withdraw this Consent, this must be done before your personal information is disclosed. 

To do this, please contact the Data Protection Officer via the below details.

Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
CF10 4UW

© 2022 Cardiff Council