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Data Protection Privacy Notice

 

The Solent Local Enterprise Partnership (LEP) is a registered Data Controller (Registration Number A8356244).

The LEP tries to meet the highest standards when collecting and using personal information in accordance with data protection law.

This privacy notice tells you about how the LEP collects and uses personal information. It applies to information we collect about:

  • People who use our services, or request a service from us;
  • People who apply for a grant or other form of financial assistance or business support;
  • Business customers
  • Complainants and other individuals in relation to a complaint or query;
  • Job applicants and our current and former staff and volunteers for LEP Board and Panel roles; and
  • Visitors to our websites

Please note that the Accountable Body for the Solent LEP is Portsmouth City Council. All LEP staff are employed by Portsmouth City Council and a protocol and service support agreement is in place which details the relationship between the LEP and Portsmouth City Council. A copy of this agreement is available here: https://solentlep.org.uk/media/2270/lep-pcc-protocol-update.pdf In line with this, information may be shared with our Accountable Body in order to enable the discharge of the LEPs responsibilities. A copy of the Portsmouth City Council Data Protection privacy notice is available here: https://www.portsmouth.gov.uk/ext/the-council/data-protection-privacy-notice

Please also note that the Solent LEP has secured significant public funding and, as a result, also operates within the context of public funding frameworks. Specifically, this includes the Solent LEP Assurance Framework, which is available here: https://solentlep.org.uk/media/2247/solent-lep-assurance-framework-feb-2018.pdf In line with this, information may be shared with HM Government in order to enable the discharge of the LEPs responsibilities under the Assurance Framework. Further information on HM Governments privacy policy is available at: https://www.gov.uk/help/privacy-policy

 

The LEP uses personal information to:

  • Deliver services, business support products (such as grants) and information to residents and businesses
  • Help investigate any concerns or complaints including concerns or complaints raised by councillors or MPs on behalf of constituents
  • Plan and manage LEP services and products, including checking on the quality of services, developing future services and keeping track of spending
  • Carry out LEP activity required by HM Government, for example, to comply with our Assurance Framework
  • Deal with payments, grants and other financial transactions
  • Check an individual's identity or entitlement to personal information
  • Carry out research and consult with people who use LEP services

The Solent LEP provides various services to local businesses, individuals and other organisations. We have to hold the details of the people who have requested a service of fund in order to provide a service to them. However, we only use these details to provide the service the person has requested and for other closely related purposes. For example, we might use information about people who receive a service to carry out a survey to find out if they are happy with the service they received.

Similarly, where enquiries are submitted to us we will only use the information supplied to us to deal with the enquiry and any subsequent issues and to check on the level of service we provide.

The Solent LEP uses information about people who use LEP services for research, planning and statistical purposes, to monitor the performance of local services and to evaluate and develop those services. Statistics are used in such a way that individuals cannot be identified.

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with the information security policies of Portsmouth City Council who provide all Solent LEP IT. The privacy policy of Portsmouth City Council is available at: https://www.portsmouth.gov.uk/ext/the-council/data-protection-privacy-notice

Solent LEP email accounts are provided by Cobweb. The Cobweb privacy policy is available at: http://www.cobweb.com/privacy-policy

Email monitoring or blocking software may also be used.

The Solent LEP uses a secure email service for sending personal data outside the LEP. Other organisations are responsible for ensuring that any email that is sent to the Solent LEP is secure and within the bounds of the law.

If you need to send us sensitive information, we recommend using our secure online forms (where provided) or the postal service.

The Solent LEP uses an email marketing platform supplied by Campaign Monitor and managed on behalf of the Solent LEP by Carswell Gould to send communications and to manage the email addresses and preferences of subscribers to receive news and information from the Solent LEP.

Campaign Monitor and Carswell Gould do not use your email addresses or preferences for anything other than providing the service to the Solent LEP and will not pass on your email address for promotional purposes to any other person or organisation (third parties).

Information collected by subscribing to news and information from Solent LEP will only be used for the purpose of keeping you informed about economic development in the Solent LEP area. You will not be added to any mailing list or receive any mail unless you have chosen to do so.  You can unsubscribe from this service at any time.

The Solent LEP uses a range of social media services to publicise LEP news, stories, opportunities and events and to receive comments and feedback from local businesses and residents including through direct messages, which are private, and through posts which are public to other social media users.

The information you provide via social media is subject to the social media service providers' privacy notices and policies.

When we receive a complaint from a person we generally make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint.

We will only use the personal information we collect to process the complaint and to check on the level of service we provide.

We usually have to disclose the complainant’s identity to whoever the complaint is about. This is inevitable where, for example, the accuracy of a person’s record is in dispute. If a complainant doesn’t want information identifying him or her to be disclosed, we will try to respect that. However, it may not be possible to handle a complaint on an anonymous basis.

We will keep personal information contained in complaint files in line with our retention policy, which is available on request. Information relating to a complaint will normally be retained for up to 7 years from when the complaint is resolved.

It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.

Further information on our handling of complaints can be found in our policy, available at: https://solentlep.org.uk/media/2248/enquiry-complaints-and-whistleblowing-policy.pdf

All LEP staff are employed by Portsmouth City Council as Accountable Body to the Solent LEP and information relating to job applicants and employees will be managed in accordance with the Data Protection privacy notice of Portsmouth City Council which is available at: https://www.portsmouth.gov.uk/ext/the-council/data-protection-privacy-notice

When you visit the Solent LEP website www.solentlep.org.uk to view a page or download a form, we will collect the following information automatically:

  • the domain name (if available) and IP address from which you accessed our site
  • the date and time you visited
  • the pages you viewed
  • the type of browser and operating system you used

This information enables us to analyse usage of our site and help us to improve the website service we offer. This monitoring does not include personally identifiable information. Most web site servers on the Internet will store this information every time you visit their site. Personal information collected from users of this site will not be disclosed to third parties. We will not sell, share or rent this information to any person, persons or organisation.

We do this to find out things such as the number of visitors to the various parts of the site which helps us to improve our website service. This information is only processed in a way which does not identify anyone.

We use a third party service, Google Analytics, to collect this information. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.

We will make it clear to you whenever we collect any personal information through our website and will explain what we intend to do with it.

The law relating to cookies has recently changed. The Information Commissioner's Office has issued guidance on the changes and Solent LEP is committed to revising our cookie policy in order to adhere to the directive. Like many other websites we use cookies on our site.

A cookie is information that a website puts on the hard disk of your computer so, for example, it can help personalise your visit by remembering who you are. A cookie will typically contain the name of the domain from which the cookie has come, the “lifetime” of the cookie and a value, usually a randomly generated unique number.

To the best of our knowledge, cookies from the site are only used to enhance your experience of our website, to enable specific features to function and to enable us to gather statistics about the way you navigate our sites so we can improve them. Our use of cookies falls into two categories:

Session cookies

These are temporary cookies that remain in the cookie file of your browser until you have left the site. This information is not stored after you have left our site.

Google Analytics

Solent LEP websites use Google Analytics, a service provided by Google Inc, which sets cookies in order to evaluate the way our websites are used by our customers, so we can improve our sites based on the content our customers look at most often.

Solent LEP compliance with cookie legislation

We have considered the full implications of the legislation and we’ve looked at a number of methods we could use to gain your informed consent for the way we use cookies.

As current guidance is still evolving and a number of the solutions open to us, such as pop-ups or tick boxes on our web pages, would be obtrusive for you when you are using our site, we have taken the decision to provide you with information about how we use cookies and information on how you may wish to manage and treat those cookies on the device you use to access our websites.

Most web browsers will allow you to control the use of cookies on your computer. You can find out how using the following external links about Cookies. For more information on the cookies set by Google Analytics please see Google's privacy policy. To opt out of being tracked by Google Analytics (across all websites) please go to Google's opt out page.

Please note, to opt out requires you to download and install a browser add-on. If you decide to download the Google software, any difficulties experienced are not the responsibility of Solent LEP. Also, by deleting cookies or disabling future cookies, you may not be able to access certain areas of features of our website.

We will take appropriate steps to make sure that the personal information we hold (on paper and electronically) is kept securely and only used by people who have a right to see it. The Solent LEPs security measures include encrypting personal data and equipment, system access controls and training in data protection for all staff.

Where another company or organisation processes personal information on behalf of the Solent LEP, they will only process your personal information in line with the LEP's instructions and are obliged to provide security assurances to the Solent LEP and to certain regulatory bodies.

Records are kept in line with the Portsmouth City Council (as our accountable body) retention policy and we will not keep your information longer than necessary.

 

Individuals can find out if we hold any personal information by making a ‘subject access request’. If we do hold information about you we will:

  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.

To make a request to the Solent LEP for any personal information we may hold you need to put the request in writing addressing it to the data protection officer of our accountable body, Portsmouth City Council:

Data Protection Officer

Portsmouth City Council

Civic Offices,

Portsmouth,

PO1 2AL

A request form is available to print and complete: Data subject access - request form

Please bring your completed request form to ground floor reception at the Civic Offices, along with:

  • a form of identification (passport or driving licence)
  • a recent bank statement or utility bill

The following may also be helpful:

  • any former names
  • former addresses
  • any reference numbers given to you by the Solent LEP

If you cannot come to the Civic Offices, have difficulty making a written request, or don't have any form of identification please use the contact details below to discuss your request with us.

If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Protection Officer.

Please be aware that we would not let you see any parts of your record which contain:

  • Confidential information about other people; or
  • Information that a professional thinks will cause serious harm to your or someone else’s physical or mental wellbeing; or
  • If we think that a crime may be prevented or found out by disclosing information to you.

 

In many circumstances we will not share or disclose personal information without consent. However when we investigate a complaint, for example, we will need to share personal information with the organisation concerned and with other relevant bodies.

We may pass relevant information, such as your contact details, on to different parts of the LEP or Portsmouth City Council as our Accountable Body so that we can co-ordinate our services properly.

Where we do not directly provide a particular service, we may need to pass your information on to the company or organisation which provides services on our behalf.

A list of the types of organisations can be found on our Data Protection Register Entry

We use a number of commercial organisations and systems suppliers to either store personal information or to manage it on our behalf.

We may pass your information to other agencies or organisations as allowed or required by law, for example to enable them to carry out their statutory duties or where it is necessary to prevent harm to yourself or other individuals.

We may be required by law to disclose your personal information without your consent for the purposes of preventing or detecting crime/fraud or apprehending and prosecuting offenders (for example to the police, Cabinet Office, Department for Work and Pensions or as part of the National Fraud Initiative) or where we have a statutory duty to do so. For more information follow the link to read our accountable bodies National Fraud Initiative page.

Sometimes we may be required to give personal information to a court.

Data processors are third parties who provide elements of our services for us, such as IT systems suppliers and market researchers who handle or collect personal data on behalf of the LEP. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from the LEP or approved sub-contractors. Data processors are required to hold any personal information securely and to retain it for the period we instruct.

We take any complaints we receive very seriously. Please bring it to our attention if you think that our collection or use of information is unfair, misleading or inappropriate.

You should let us know if you disagree with something written in your record. We may not always be able to change or remove the information. However, we will correct factual inaccuracies and may include your comments in the record.

We are happy to provide any additional information or explanation about how the LEP collects and uses personal information.

Any complaints, queries or requests in relation to this policy should be sent to the LEP's Data Protection Officer.

Email: dataprotection@portsmouthcc.gov.uk

Telephone: 023 9268 8482

Complaints of any other nature should be handled in line with the Solent LEP policy, available at:

For independent advice about data protection, privacy and sharing issues, you can contact the Information Commissioner’s Office (ICO) at: https://solentlep.org.uk/media/2248/enquiry-complaints-and-whistleblowing-policy.pdf

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 (if you prefer to use a national rate number).

This privacy notice does not provide privacy details for other websites or applications you may use to access Solent LEP services. We encourage you to read the privacy statements on the other websites and applications you visit.

If you want to request details of our privacy policy and how we collect and use personal information, you can write to the LEP's Data Protection Officer at our accountable body:

Data Protection Officer

Portsmouth City Council

Civic Offices,

Portsmouth,

PO1 2AL

Email: DataProtection@portsmouthcc.gov.uk

Telephone: 023 9268 8482