Information requests: data protection and FOI privacy notice

What this notice is about

This privacy notice explains how we process (use) your personal data when you:

• ask for information under the Freedom of Information Act (FOIA)
• ask for information under the Environmental Information Regulations (EIR)
• request your personal data under a Subject Access Request (SAR).

You should also read our main privacy notice, which gives more details about your rights and how to contact us.  

We work with the Information Commissioner’s Office (ICO) if there are any complaints or problems.  

What information we collect, hold and use

We may collect:

• your full name
• your contact details, such as email, phone number, and address
• your date of birth (if needed)  
• proof of identity like passport, driving licence, or utility bills (if needed). 

Where we get your information from 

• You give it to us directly
• Someone else (like a solicitor or representative) may give it to us if they are making a request for you.  

If you don’t provide the information, we may be unable to respond to your request.

How we use this information  

We use this information to:  

• respond to your request or question  
• to check your identity (if needed) 
• to look into information complaints. 

For FOI and EIR requests, we need your full name and contact details to respond to your request following the law (FOIA).  

Our legal reasons for processing (using) your data

We use your data because:  

• it’s our legal obligation (the law says we must)
• we are doing something in the public interest or as part of our official duties. 

Other laws that apply to our services  

We follow these laws:  

• Freedom of Information Act (FOIA) 2000 
• Environmental Information Regulations (EIR) 2004 
• UK General Data Protection Regulation (UK GDPR) 2016 
• Data Protection Act (DPA) 2018 
• Privacy and Electronic Communications (PECR) (EC Directive) Regulations 2003  
• Data (Use and Access) Act (DUAA) 2025 
• Other relevant laws that apply to the work of councils. 

Who we share your information with

We may share your information with:  

• other departments in the council  
• the ICO
• other organisations allowed by law, including government departments (Department of Work and Pensions, Department for Education), police, or courts.

We may publish FOI requests and answers on our website, but we won’t share your name.  

How we store your data

We keep your information safe in our secure case management system. Only staff who need it can see it.  

To find out how long we keep your information, check our main privacy notice and retention schedule.

Your individual rights

You have rights over your personal data. For more details see our main privacy notice and the page about your individual rights.  

Complaints

If you are unhappy with how we use your data please see the council’s main privacy notice to find out how to make a complaint.