Using your information: Westco Fair Processing Notice

Westco recognises that it has a duty to people whose information it holds to treat that information responsibly, keep it safe and secure, and process it correctly and proportionately. This Privacy Policy broadly explains what information we collect, the purpose for processing, categories of personal information and who we may share it with.

Identity and contact details

Westco, who are wholly owned by Westminster City Council, is a Data Controller. That means that we make decisions about how your information is used.

Our contact details are:

The Data Protection Officer
(Information Services)
5 Strand
London
WC2N 5HR

dataprotection@westminster.gov.uk

How we collect your information

In order to deliver some of our services, we may collect information about individuals in a number of ways for example by letter, email, face to face, telephone, online forms and surveys and social media. More detailed information about how we may collect information and the kinds of information we collect can be found in our respondent privacy notice.

We also collect information through your use of and interaction with our website.

Purpose for processing your information

Collecting your personal information will always be for a specified purpose or set of related purposes. However if we intend to use it for any other new purposes we notify you first. For instance in some cases, we may wish to use your information for improving and developing our services. Where practicable and reasonable we will always seek to inform you of any significant proposed changes to how we process or intend to process your personal data, in order to ensure full transparency over how we handle your information.

There may be times where we need to use your information for a different purpose without first notifying you, for example to prevent and detect crime and fraud, to safeguard others or to protect an individual's vital interests in the event of an emergency.

Our research work

When we conduct research on behalf of our clients, we may collect and use personal data about you where it is needed to provide a service, fulfil a legal obligation and/ or for monitoring equality. We will always explain to you why and how this information will be used. We will always demonstrate to you what our lawful basis is for processing this type of information and where appropriate seek your consent. Please see our respondent privacy notice for further information.

Use of our website and enquiries

We may collect personal information about customers and potential customers and other individuals through the use of our website, and where you contact us, for example, by email or telephone to enquire about our services.

We collect and process this information about you, so that we can carry out our commitments as a service provider, respond to your enquiries and to take steps to enter into a contract with you or manage the terms of that contract. Where we collect information through our website, this is in our legitimate business interests. For example to ensure that content from our site is presented in the most effective manner for you and for your computer; to report on page views and general content consumption of our website; and to manage the requests we receive and services we offer.

When we determine if we should process your personal data for a legitimate purpose we consider the impact on your privacy and data protection rights and we will not process your data for these purposes if your interests override our legitimate interests

What information do we collect?

Our research work

When undertaking research work we will ask you to provide information which covers basic details such as:

  • name, address, telephone number, and age;• personal and family details• lifestyle and social circumstances
  • employment and education details • housing needs • visual images, personal appearance and behaviour

We may also collect some sensitive information also known as special category data, such as health or disability data, sexual orientation, ethnicity or religious beliefs - but only where this is necessary for our specific circumstance and you provide us with consent. All information is provided voluntarily and you can withdraw your consent at any time.

Use of our website and enquiries

With regard to each of your visits to our site we may collect the following information:

− technical information, including the Internet protocol (IP) address used to connect your computer to the Internet, browser type and version, time zone setting, operating system and platform; and

− information about your visit, including the full Uniform Resource Locators (URL), clickstream to, through and from our site, information you viewed or searched for, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page− We also use cookies. Please read our Cookie policy [insert link].

How we may share your information

We will only share information where it is appropriate and legal to do so, for example when we have conducted research and gained consent from the respondent to share their data with the specified client – this data is anonymised and reported in an aggregated way. We do not share individual personal data. We may also share information, for example, if there is a risk of serious harm or threat to life, for the prevention and detection of fraud or crime, assessment of any tax or duty or if we are required to do so by any court or law. Where this is necessary, we are required to comply with all aspects of the data protection laws.

The vast majority of our data is stored and processed within the EEA. However, some data is stored on our supplier’s server in the USA. This supplier is HubSpot, and it is registered with the EU-US Privacy Shield framework, which means that your personal information is appropriately protected.

How long we keep your information

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We anonymise some personal data you provide to us to ensure that you cannot be identified and use this data to allow our clients to effectively target and plan the provision of services.

Your rights and access to your information

You have the right to request a copy of the information that we hold about you.

The new UK Data Protection Act 2018 also gives you additional rights that refer to how we hold and use your information.

Consequently, under certain circumstances, by law you have the right to:

withdraw consent and the right to object and restrict further processing of your data; however, where legally enforceable this may affect service delivery to you.

  • request to have your data deleted where there is no compelling reason for its continued processing and provided that there are no legitimate grounds for retaining it.
  • request your data to be rectified if it is inaccurate or incomplete
  • have your data transferred or copied should you move to another provider
  • not be subject to automated decision-making including profiling
  • request access to your own personal data, along with a description of how that information is used

Use of IP addresses and cookies

Cookies enhance your experience using our website. Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work more efficiently, as well as to provide information to the owners of the site.

We use cookies to audit the use of our website and help us to customise the website for your visit. We do not store or transmit any personally identifiable data on these cookies. You can change your cookie setting at any time in the security settings in the browser you use to access the internet. Please note however, that rejecting all cookies may impact your enjoyment or use of this website.

We collect IP addresses* only for the purposes of system administration and to audit the use of our site. We do not link IP addresses to anything personally identifiable, which means that while your user session will be logged you will remain anonymous to us.

* An IP address is a unique string of numbers that identifies each computer

If you have any concerns

You have a right to complain to us if you think we have not complied with our obligation for handling your personal information.

Complaints

If you are not satisfied with the council’s response you have a right to complain to the Information Commissioner’s Office (ICO). You can report a concern by visiting the ICO website.

Changes to this notice

Any changes with regard to how the council processes personal data will be posted on this page.

Click here to view our: Respondent Privacy Notice

If you would like to get in touch, use our nifty form below.

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