Data protection

Anyone processing personal data must comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 (DPA18).

This ensures that the data we collect is:

fairly and lawfully processed
obtained only for one or more specified and lawful purposes
adequate, relevant and not excessive
accurate
not kept longer than necessary
looked after with the appropriate security and protection

Cheltenham Borough Council is a data controller for the purposes of the Data Protection Act 2018.

The Data Protection Act gives you the right to apply for a copy of specific information held about you. You can, if you wish, appoint someone to apply for you such as a solicitor, or member of your family.

Further guidance about the data protection legislation is available from the Information Commissioner’s Office.

Our policies

Our Data protection policy leads and advises on data protection and the legal conditions that must be satisfied when we obtain, handle, process, transfer and store personal data.

PDF Icon Data Protection Policy - pdf - 618 Kb

Our Data quality policy is in place to ensure our data is accurate, complete and up to date.

PDF Icon Data Quality Policy - pdf - 563 Kb

Make a request to obtain information we hold about you

Under data protection legislation you have the right to access the information that an organisation holds about you. Accessing personal data in this way is known as making a subject access request.

Subject access requests are different to requests submitted under freedom of information (FOI) legislation, which relate to information about the organisation itself.

You are entitled:

to be informed whether your personal data are being processed
to be sent a copy of your personal data subject to any applicable exemptions and the removal of other people's personal data as appropriate
to be sent certain information about your personal data

You can submit a request to the council in whatever format you wish. We have created a standard subject access request form which you can complete and return to:

Information Governance Officer
Cheltenham Borough Council
Municipal Offices
Promenade
Cheltenham
GL50 9SA

If you are unable to complete the request form please contact the Information Governance Officer who will be pleased to help you.

Using the form will help us to verify your identity and give a timely and accurate response to your request. There is no charge to make a subject access request.

PDF Icon Subject access request form - pdf - 347 Kb

CCTV subject access requests

If you are requesting CCTV footage in council buildings and council run car parks please complete the CCTV subject access request form and send it to:

Information Governance Officer
Cheltenham Borough Council
Municipal Offices
Promenade
Cheltenham
GL50 9SA

PDF Icon CCTV Subject Access Request form - pdf - 158 Kb

The town centre CCTV system is monitored and used exclusively by Gloucestershire Police.

Further information about the operation of CCTV on council property can be found in the CCTV policy.

Privacy notices

Cheltenham Borough Council holds and uses a considerable amount of information, including personal data, so that we can provide services to you.

Please visit the service privacy notice section to read how we use your personal data.

Who's responsible for our compliance?

The information governance officer is responsible for ensuring our compliance with data protection legislation and with this policy.

If you have any questions about the operation of this policy or any concerns that the policy has not been followed, email foi@cheltenham.gov.uk.

You can also write to:

Information Governance Officer
Cheltenham Borough Council
Municipal Offices
Promenade
Cheltenham, GL50 9SA

Complaints

If you're unhappy with the response you've received to an information request, you have the right to complain. Find out how to make a complaint.

You also have the right to make a complaint to the ICO. You can do this by visiting the ICO website