Privacy and Personal Data

South Hams District Council are committed to protecting and respecting your privacy and will inform you of how we process your information.

Privacy Notice – Customer Case Management System

South Hams District Council and West Devon Borough Council (“The Councils”) take your privacy seriously. We will use your information in order to deliver specific services to our residents and customers. This notice sets out what we will do with your personal information and who we may share it with in respect of the above. 

What information about you do we collect? 

We collect the following information: 

  • Name 
  • Home address and mailing forwarding address, if different 
  • Telephone number 
  • Email address 
  • Information relating to your enquiry to enable us to allocate it to the most appropriate team or service 

How do we collect information about you? 

Relevant personal data will be collected: 

  • Direct from you as the data subject 

How will your personal data be used?

Your personal data will be used in the following ways: 

  • To provide you with services 
  • We may also ask you for feedback on the service you receive at the end of your contact, so that we can monitor performance, improve quality and plan for future services 

The Legal basis for processing your data 

Your personal data is processed under the following legal bases: 

  • Article 6 1(c) processing is necessary for the compliance with a legal obligation to which the controller is subject. Local authorities are legally obligated to fulfil a number of statutory obligations through the provision of services to residents. The customer case management system records interactions with residents relating to the provision of these services. 
  • Article 6 1(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. The customer case management system records interactions with residents relating to the performance of these tasks. 

Who will your personal data be shared with?

Personal data will be shared internally with the relevant team(s) to provide you with the service you have requested. 

Individual privacy notices showing exactly who personal data is shared with can be found on the Privacy and Personal Data page. 

The Councils will never sell your data to anyone else. 

Transferring of data outside of the EU 

Your data will not be transferred outside of the EU. It will be securely stored electronically within the UK only, unless it was necessary for safeguarding or for the prevention and detection of crime. 

Length of time we keep your information  

Individual privacy notices showing exactly how long personal data is kept for can be found on the Privacy and Personal Data page. 

Individual rights 

You have a number of rights under the General Data Protection Regulations. These can be found on the ICO website

If you would like to exercise any of these rights, please Email us.

The Data Controller for your information

The Data Controllers for this information are South Hams District Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE and West Devon Borough Council, Kilworthy Park, Drake Road, Tavistock, Devon PL19 0BZ. 

The Data Processors for your information 

Your personal information will be provided to the supplier of the customer case management system. The Council has strict agreements in place with the supplier to ensure your information is protected. 

The Data Processor for this information is:

Data Protection Officer  

The Councils have a duty to appoint a Data Protection Officer. The Council’s Data Protection Officer is Drew Powell, South Hams District Council/West Devon Borough Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE 

If you have any queries about our privacy notices or would like to exercise your data rights or make a complaint, please contact the Data Protection Officer by emailing data.protection@swdevon.gov.uk, telephoning 01803 861234 or writing to them at Data Protection Officer, South Hams District Council/West Devon Borough Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE

If you are not happy with how we have handled your complaint, you have the right to contact the Information Commissioner’s Office to raise your concerns about how we have processed your information or how we have responded to your request to exercise any of your rights in relation to your information:  

  • Telephone them on 0303 123 1113 
  • Visit their website at www.ico.org.uk/concerns 
  • Write to them at: 
    Information Commissioner’s Office 
    Wycliffe House 
    Water Lane 
    Wilmslow 
    Cheshire 
    SK9 5AF