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Privacy statement

Your privacy is important to us and we take great care to protect it. We take your privacy very seriously and we will only share your data in very specific circumstances.

What this means for you

  1. We collect your personal details in the majority of times when you make contact with us
  2. We will only share the minimum amount of personal details to allow us to deliver a service on your behalf. We may share this information with other service areas in the council or with partners to allow us to deliver that service
  3. If you don’t agree to let us use your information in this way, then it may impact the delivery or accessibility of council services available to you
  4. The only time we would share your information without your consent is in most exceptional circumstances, such as if we feel there is a risk of harm, threat to life or we are legally required to do so

What we don’t do

  1. We won’t share your information with anyone who is not connected with the delivery of services on behalf of the council
  2. We won’t sell or share your information with third party marketing organisations
  3. Most importantly, we won’t share your information with anyone that doesn’t need to know

Who we are and what we do

Please refer to our home page to find out more about the council and what we do.

The legal bit

Your privacy is important to us and we take great care to protect it

If you agree to share your personal details you still keep your rights given by the Data Protection Act 1998. We will always ensure your details are stored and used securely according to the law and section 8 of our Data Protection Policy.

If you decide not to allow your data to be used we will let you know if this is likely to affect the provision of any services to you. You can choose to opt out of sharing your personal information that we use to provide services to you at any time by phoning our general enquiries number 01454 868009 during normal office hours or writing to:

South Gloucestershire Council
Chief Executive & Corporate Resources Department
PO Box 1953
BS37 0DB

There are, however, times when we will share your personal details without asking your permission, or overriding your consent, if:

  • the law says that we must
  • there is a risk of serious harm or threat to life

What we do with your personal data

We collect your personal details when you fill in a form on our websites, contact us via email, letter, social media, or speak with us over the phone or in person. When you give us your personal details, you also agree to us providing your personal details to other relevant service departments within the council, external service providers and partners to enable us to respond to your requests/needs. Where appropriate we will ask for your permission to share this data, after explaining why we need to do so.

We may also provide your personal details to specified anti-fraud organisations and other bodies so they can use it to match against computer records held by other public bodies to identify potentially fraudulent claims and payments. Find out about the sharing of data with a specified anti-fraud organisation.

We may also use your personal details to identify, understand and meet the needs of individuals and families who will benefit from a multi-agency response.  Find out more about our Families in Focus programme who use data to support families in South Gloucestershire.

Public health

We have a duty to improve the health and wellbeing of South Gloucestershire residents which includes:

  • measuring the health, mortality or care needs of the population
  • planning, evaluating or monitoring health
  • protecting or improving public health

To help with this, we use data and information from a range of sources, including data collected at the registration of a birth or death, and data collected by hospitals to enable us to understand more about the health and care needs in the area.

The legal basis for the sharing of this data is according to Section 42(4) of the Statistics & Registration Service Act (2007) as amended by section 287 of the Health and Social Care Act (2012) (Information relating to births and deaths) and Regulation 3 of the Health Service (Control of Patient Information) Regulations 2002 (Communicable disease and other risks to public health).

Often this is anonymised data, that is, data where key information has been removed to prevent the individual being identified. However, sometimes it needs to be identifiable data to enable us to understand more about the nature and causes of disease and ill-health in the area. We will not share sensitive or confidential information without your consent except in a small number of situations where disclosure is required by law, or where we have good reason to believe that failing to do so would put you or someone else at risk.

Web statistics

We collect web statistics automatically about your visit to our site based on your IP address. This information is used to help us track what people are doing on the site so that we can improve it. We don’t use this information to identify you as an individual and you will remain anonymous, unless you identify yourself by completing a form or an online transaction.


We sometimes store small files called ‘cookies’ on your computer or other device to help improve your experience on the website. Our cookies cannot be used to identify you personally. Find out about the use of cookies

How to see the information we hold about you

Under the Data Protection Act 1998, you can ask us for the following information:

  • confirmation that your personal data is being processed by the council
  • a description and copy of the personal data
  • the reasons why the data is being processed
  • details of who we have, or might, give it to

If you wish to see information held by the council about you, please make a subject access data protection request.

Data Protection Notification

You may view the council’s Data Protection Notification by searching for our registration number – Z5077191- on the Information Commissioner’s website or view it here.

If you have any concerns about how your personal information is being obtained, used or shared you can contact us by various means. Please see our Customer Services internet page for more details.

You may also contact the Information Commissioner’s Office for independent advice if you have any concerns about how your personal information is being used or shared.

What do we mean by ‘your personal data’

Personal data means data which relates to you and can be used to conclusively identify you, such as name, address and date of birth, or passport number, NHS number etc..

We may also need to collect additional information about you that we call ‘sensitive personal data’ which may include the following:

  • ethnic background
  • political opinions
  • religious beliefs
  • health
  • sexual health
  • criminal records


The Council Advertising Network is responsible for delivering advertising on the South Gloucestershire Council website. Please take a moment to read their privacy policy which includes cookie information and details on how to opt out:


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