How we use your information
This Privacy Notice is for members of the public and users of our services and outlines what to expect when Derbyshire Dales District Council collects your personal data/information. Personal data can mean your name, but it can also mean other identifying information about you such as your home address, email address, telephone number and additional personal details.
The Council uses information about individuals to carry out its specific functions.
This Privacy Notice applies to information we collect in relation to:
- Regulatory / statutory services that we are obliged to provide, e.g. planning, environmental health, licensing, electoral registration, refuse collections, etc.
- Optional services we provide, e.g. purchasing tickets for events, signing up to receive information alerts etc.
- Business support grant schemes.
- The advertising and letting of housing properties. The Council’s Housing Register or applications for help from those who are homeless.
- Law enforcement functions, e.g. licensing, planning enforcement where the Council is legally obliged to carry out such processing.
- Forming part of the production of statistics related to the economy, population and society and to help with the Census.
- The establishment, exercise or defence of legal claims.
- Equal opportunities monitoring.
- Visitors to our website.
- Requests for information under data protection and freedom of information.
- Complaints made about a Council services.
We will ensure that we process your personal data safely and securely and in accordance with our obligations under the UK GDPR and Data Protection Act 2018 (Data Protection Legislation).
Personal data may be captured by us when you
- Complete an application form for one of our services.
- Send us a letter or an email.
- Telephone our offices
- Call into one of the Council buildings and speak with a member of staff
- Attend for interview
- Attend public meetings organised by us
- Register to use electronic communications
- Submit information online or by creating an online account
Personal data about you may also be provided through one of our partners or other third parties who have authority, or who have sought your permission to transfer your data to us.
Some personal data that we collect about you may be sensitive, for instance information about your health, race, gender or sexual identity, or religious belief. We will only ask for this personal data if it is necessary.
For certain services, we are required to collect your financial / banking data to enable us to either make a payment to you or to take payment for services we provide. This data will be kept secure at all times.
Lawful processing of personal data
We will process your personal data only where we are able to rely on a lawful basis set out in Data Protection Legislation.
The possible lawful bases we may rely upon include:
- That the processing is necessary for compliance with our legal obligations.
- That we are performing a task in the public interest in accordance with our legal powers.
- That we are fulfilling a contract with you.
We may process personal data about you that is sensitive in nature, such as health, race, gender or sexual identity, or religious belief. This processing will require an extra condition to be carried out lawfully. The conditions we may rely on include:
- That the processing is carried out in the substantial public interest.
- That the personal data has already been made public by you.
- That the processing is necessary for the establishment, exercise or defence of legal claims.
How we store your personal data
Your personal data will be stored electronically or in hard copy files as appropriate. The Council uses a variety of different systems to process and store personal data.
Our delivery partners
Derbyshire Dales District Council has a number of partners who deliver services on our behalf.
Chesterfield Borough Council delivers benefits administration and collects Business Rates and Council Tax on our behalf. Chesterfield Borough Council also process the receipt of monies for the District Council and accounts payable.
Serco are contracted to deliver domestic and commercial waste collections for properties within the district. Serco employees are only permitted access to property details, and they do not routinely have access to personal data. Occasionally customer data will be shared with Serco employees to enable issues to be resolved.
The Derbyshire Building Control Partnership provides a service to residents and businesses across the district and has access to building related data. Some of that data may include the personal data of residents, e.g. details of people building an extension to a property or installing a wet room for a disabled person.
Freedom Leisure is responsible for Leisure Centre management.
Sharing personal data
The Council will sometimes share your personal data with other local authorities and government bodies / agencies. We may also share your personal data with third parties who we work with in order to fulfil our functions or to provide services.
We will only share your personal data when we are permitted to do so, or required by law, or where we have your consent. The sharing of any personal data will take place in accordance with Data Protection Legislation
The Council does not routinely share your personal data across departments. Your personal data will only be shared across departments when it is necessary to carry out specific purposes.
Find more details about sharing your information.
Marketing data
The Council will not use your personal data to market services to you unless you have given your explicit consent to receive such information.
Consent
The Council will sometimes ask for your consent to process your personal data where you have subscribed to optional services or marketing, for example electronic newsletters, online consultation exercises, promotional emails, etc. Where the Council processes your personal data with your express consent, you will have the right to withdraw that express consent at a later time. We will process consent withdrawal requests and stop processing as soon as we are able to do so.
As explained above, your personal data may be processed under another lawful basis than consent, for example in the carrying out of a legal obligation. In these circumstances you may still ask the Council to stop processing your personal data, however, your request may not be granted.
Retention of your personal data
The Council will retain your personal data for a set time. The length of time will depend on the purpose for which your personal data is collected. When the retention period has elapsed, your data will be deleted or destroyed in a secure manner. The Council’s Document Retention and Management Policy is being updated and will be available via the following link Document Retention and Management Policy
Visitors to our website
When someone visits the website of Derbyshire Dales District Council, we use third party service Google Analytics to collect standard internet log information and details of visitor behaviour patterns. Find further information on website privacy and the use of Cookies
Use of automated decision-making
In general, the Council does not use automated decision-making when processing your personal data. If automated decision-making is to be used then you will be notified on initial contact with the Council.
The rights of an individual
Under data protection law, you have rights including:
- Your right of access - You have the right to ask us for a copy of your personal data. Individuals can find out if the Council hold their personal data by making a Subject Access Request
- Your right to rectification - You have the right to ask us to rectify personal information that you think is inaccurate. You also have the right to ask us to complete information that you think is incomplete.
- Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. However, many Council services are regulatory or statutory services which require data to be retained. As such, all requests to have data removed will be dealt with on their individual merit.
- Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You will not be asked to pay any charge for exercising your rights. If you submit a request, then we have one month to respond to you.
Find more information about Subject Access Requests.
Please contact us - by emailing
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at:
Derbyshire Dales District Council,Town Hall,Matlock,DerbyshireDE4 3NNEmail:
You can also submit a complaint to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s OfficeWycliffe HouseWater LaneWilmslowCheshireSK9 5AFHelpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Privacy notice review
This Privacy Notice was updated March 2025 and will be reviewed on a regular basis to ensure that it is fit for purpose.
Find service specific privacy notices.
Other sources of advice and guidance
Further information on data protection can be found on the Information Commissioner’s website.
