Privacy Notice: Gypsy, Roma and Traveller Service

This page provides information on how the Great Yarmouth Borough Council's Gypsy, Roma and Traveller Service uses your personal information to manage accommodation and provide support for welfare, education and accommodation matters to Gypsy, Roma and Traveller communities.

By 'use' we mean the various ways your personal information may be processed including storing and sharing the information.

This notice also provides details regarding:

• who we are
• what we use your personal information for
• how long we use your information for
• your rights under the GDPR
• how to exercise them

You can see this information in our general privacy notice on our website or you can ask us for a copy of this information.

Who we are: Great Yarmouth Borough Council (the Council), Town Hall, Hall Plain, Great Yarmouth, Norfolk, NR30 2QF, 01493 856100, is the data controller for the purposes of the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018.

What we use your personal information for: We use your personal information primarily to manage Great Yarmouth Borough Council's Gypsy, Roma and Traveller Service. The processing of this information is necessary for the Council to undertake a public task as defined under Article 6(1)(e) of the Act, i.e. the processing is necessary for the Council to perform a task in the public interest or for its official functions, and the task or function has a clear basis in law. The tasks involved include:

• entering into pitch agreements when you want to live on one of our sites
• managing plot rentals on our sites, including collection of rent
• supporting accommodation including securing suitable accommodation and supporting tenancies
• supporting welfare issues on unauthorised encampments
• supporting and assisting with the identification of, and application for, appropriate benefits
• assisting families with all aspects of education support including pre-school, school and further education
• supporting access and signposting to health care and other services
• supporting families in meetings with children's services and other services
• supporting welfare issues including safeguarding for children and their families
• supporting maintenance and repairs to traveller plots and sites

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures. We may also use information in other ways compatible with the above.

The information we collect and use: The information we may collect, and use may include your:

• name, address and contact details
• date of birth
• gender
• identifiers such as National Insurance Number and NHS number
• personal history including education and employment history
• family history and social relationships including children in the family
• financial details including bank account details and benefit receipts

We also collect information about the following which is classed as 'special category data' under the UK GDPR, this data has additional safeguards specified in the UK GDPR which further protect its use:

• racial or ethnic origin
• health data including disabilities
• information about criminal convictions and offences

Who provides this information: The information we hold includes information you have provided to us.

We may also receive information from:

• other council departments or services including housing, benefits and planning services
• law enforcement agencies such as the Police
• NHS and other health agencies
• Government departments or agencies e.g. Department for Work and Pensions
• other businesses such as housing associations
• courts and other judicial agencies
• probation

How the law protects you and the legal basis for processing your information: We have legal grounds to process this information because it is necessary for the performance of a task carried out in the public interest. This includes tasks under the:

• Caravan Sites and Control of Development Act 1960
• Mobile Homes Act 1983
• Housing Act 1985
• Housing Act 1996
• Housing Act 2004
• Planning and Compulsory Purchase Act 2004
• Equality Act 2010
• Equality Act 2010 (Specific Duties) Regulations 2011

We also process personal information where it is necessary for the performance of a contract, such as plot rental or other lease, or service and maintenance contracts.

We have legal grounds to process special category data and criminal convictions data where it is in the exercise of a statutory function and it is in the necessary for reasons in the substantial public interest. The statutory functions are as set out above.

We do not legally require details of any children under the age of 16, however if you choose to provide these, we will be able to assist you with any educational or medical needs. Where you provide us with these details our legal ground to process this information is consent.

Who we share your information with: We may also share your personal information with other organisations and public bodies, in particular:

• Norfolk County Council departments including Children's Services and Adult Social Services
• other local authorities including city, district and borough councils' housing and planning services
• law enforcement agencies such as the Police
• NHS and other health agencies
• Government departments or agencies e.g. Department for Work and Pensions
• other businesses such as housing associations
• courts and other judicial agencies
• probation

We share this information without your specific consent if it is reasonable and necessary to do so to fulfil our public tasks or if it is otherwise in the substantial public interest to do so. The law imposes safeguards to protect your privacy in these circumstances.

Finally, we may also share your information across different departments of Great Yarmouth Borough Council, where it is necessary for our public tasks or functions to do so.

How we keep your information: The information is stored electronically on Great Yarmouth Borough Council's records management system. Additionally, information is securely stored in other ways, including in email accounts and in paper files. We do not process your information outside of the European Economic Area.

Automated decision making: We do not make automated decisions about you and your family.

Your rights: You have a number of rights available to you including the right of access, rectify, restrict, object or port your data. To find out more about these rights please see www.great-yarmouth.gov.uk/privacy. You can contact our Data Protection Officer (DPO) at gdpr@great-yarmouth.gov.uk. The regulator, the Information Commissioner's Office, can be contacted by https://ico.org.uk.