Information Governance privacy notice - Print version

Information Governance privacy notice

Coventry City Council (CCC) Privacy Notice for Information Governance Team

Coventry City Council Complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner’s Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use Personal Data about you

When you send a Subject Access Request, Freedom of Information request or complaint to the Council we use your contact details to respond to you.

We also ask for your identification when you send in Information Rights requests and where required for FOI requests, so that we can confirm who you are.

We collect and use personal data because Data Protection and the Freedom of Information Act laws say we have to.

We process personal data because it is necessary to comply with our legal obligations:

• Data Protection Act 2018
• Freedom of Information Act 2000
• Environmental Information Regulations 2004

What information do we collect about you?

• contact details
• 1 form of identification from the list below:

Certificate of either:

• birth
• marriage
• deed poll name change
• passport
• driving licence

One proof of residency - which may include items in the list below:

• utility bill
• council Tax statement
• bank/building society statement

Who we share your personal Data with

We will share data with:

• other Council departments – when dealing with requests for information or complaints

We are also sometimes asked by other organisations, for example Health Services, other Councils, Police Department for Work and Pensions, to share your personal information with them when there is a legal requirement for them to do so.

How long will we keep your information?

We will only keep your information for as long as we need to, so we can give you the service you need, unless we must keep it for legal reasons. The time can be different depending on what we have collected the information for.

Identification documents will be deleted 90 days after completion of the Subject Access Request.

We keep Subject Access Requests for 3 years from date of the request and Freedom of Information requests for 3 years from date of the request.

Complaints are kept for a minimum of 2 years until they are reviewed.

Your rights

You have the right to:

1. Ask to see the personal information we hold about you
2. Ask us to change information we hold about you if it is wrong
3. Ask us to delete the information we hold about you
4. Ask us to limit the way we use your personal Information
5. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact the Information Governance Team: infogov@coventry.gov.uk [mailto:infogov@coventry.gov.uk]

Complaints

You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances you can contact the Data Protection Officer (DPO), Adrian West and request a review of the decision: DPOTeam@coventry.gov.uk [mailto:DPOTeam@coventry.gov.uk]  

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioners Office at:

Date of last review: November 2025