We collect personal information in a variety of ways eg via paper or online forms, by telephone or in face to face meetings, by email and letters. We also record images of people through CCTV.

This information may have been provided directly by you, your representative, a member of staff or by another organisation where there is a legal reason for them to share your information with us.

About us

We process personal data to provide public services.

Personal data is information about living identifiable individuals. It can be a name, address, contact details, photograph, sound recording; it can be details of someone’s behaviour, lifestyle, physical or mental health needs; it can be a unique number, such as a vehicle registration plate, National Insurance number, etc.

We decide what personal data we need and how to use it, so we are a Data Controller and registered as such on the Information Commissioner’s Register of Data Controllers.

When we collect personal data, we are required to make sure you are clear what data we need and why, what we intend to do with it, what your individual rights are, and who you can contact for enquiries or concerns about the use of your personal data. This is called a privacy notice and we can do this verbally or in writing.

This page is our general privacy notice and we have included specific privacy notices below for the services that process large amounts of personal data, for example council tax, planning, parking, elections, licensing, housing, etc. 

Why we collect and use personal data

We collect and use personal information to:

  • provide, plan and manage our services
  • carry out our regulatory, licensing and enforcement roles
  • carry out any other tasks which we have to do by law
  • make and take payments and grants and spot fraud
  • listen to your ideas about our services
  • tell you about our services
  • evaluate and improve services

We might collect your personal data directly from yourself, from someone acting on your behalf, or from another third party. We might collect this data in person, over the telephone, in writing, or captured as an image, audio or film recording. 

We can only use your personal data if we have a lawful basis for doing so. The lawful basis will be recorded on the Council’s Record of Processing Activity and, where appropriate, on relevant service area privacy notices. 

If we rely on consent to process your data, you have the right to withdraw that consent at any time. To withdraw consent, either contact the Service that you provided the consent to or contact the information management team. 

Sharing your information

We share personal data internally within the council and also with external third parties so we can carry out our work. Internal sharing might include checking your eligibility for a service (eg free school meals) or keeping accurate records, whereas external sharing might be to ensure you receive the right service (eg social care support). 

Who we share information with depends on the service we are providing and your circumstances, but may include:

  • healthcare, social and welfare organisations and professionals
  • providers of goods and services
  • financial organisations, including debt collection, tracing and credit referencing agencies
  • elected members
  • local and central government
  • ombudsman and regulatory authorities
  • professional advisors and consultants
  • police forces, other law enforcement and prosecuting authorities
  • voluntary and charitable organisations
  • Disclosure and Barring Service
  • Courts and Tribunals
  • utilities providers

When personal data is shared, only the minimum amount is shared and relevant contracts and / or agreements will be in place. 

Fraud prevention and detection

We are required by law to protect the use of public funds and for this reason we share information with internal services and other bodies responsible for auditing or administering of public funds to detect and prevent fraud. This sharing includes, but is not exclusive to the Council’s external auditor, Department for Work and Pensions, other local authorities, HM Revenue and Customs, the Police, credit reference agencies. 

We also share personal data with the Cabinet Office for the National Fraud Initiative. This is a national data matching exercise, which takes electronic data from the private and public sectors to identify potential fraudulent claims and payments.

The Cabinet Office stipulates the data that they need and subsequently provides us with details of the cases where the matching indicates an inconsistency or potential for fraud, so that we can investigate further. This data matching is carried out under the Local Audit and Accountability Act (part 6, Schedule 9) and does not rely on your consent. 

How long we keep information for

This varies depending on the type of information, as well as the legal requirements and reason we are keeping the information. In some instances the law sets the length of time information has to be kept. We also have retention and disposal schedules which give details about how long we need to keep different types of information.

Your data rights

You have the following rights in regard to your personal information, to:

  • access copies of any records we hold about you
  • have any information we hold about you corrected
  • have any information we hold about you deleted or destroyed
  • restrict how information we hold about you can be used or shared
  • object to information about you being held
  • have any information we hold about you transferred to a third party
  • challenge decisions relating to you made using automated decision making and profiling (currently we have no services that use automated decision making or profiling for decision making)

Please note there may be times that we cannot fulfil these rights fully because of legal reasons, for example we cannot delete your data if we still need it.

If you want to exercise any of the above rights, please make a subject access request.

Who to contact about the way your personal data is handled

If you have any queries, concerns or complaints about the way we process your personal data, including the way we handle information requests, you can contact our Customer Services or the Data Protection Officer.

If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you have the right to contact the Information Commissioner’s Office.

Adoptions Privacy Notice

How we use your information

Sheffield City Council’s Adoption Service works to promote adoption across Sheffield, assess the suitability of adopters, match children and young people to the right adopter, and provide support and guidance to the adopter and adoptive family.

To carry out these activities we need to collect and process personal data about the prospective (or approved) adopters and the children, including:  

  • name, address, contact details, date of birth, gender, language
  • ethnicity, disability, religion and medical information
  • family network and relationship information
  • education, employment and financial information
  • assessments and approvals for suitability to adopt children
  • criminal history

We collect and use this information to comply with our legal obligations under the Adoption and Children Act 2002 and 2006, Adoption Agencies Regulations 2005, and Children’s Act 1989.  

When we process special category (sensitive) personal information, we rely upon reasons of the provision of social care. The relevant GDPR references are articles 6(1(e) and 9(2)(h).

How we share your information

As part of the application process, we share information with third parties to assess the prospective adopter’s suitability, which will include:

  • our internal services
  • other local authorities
  • past and present employers
  • schools, friends and family members
  • health agencies
  • adoption agencies and the Adoption Panel and Agency Decision Maker

As an approved adopter, information may be shared to help us fulfil our activities mentioned above with the Adoption Panel, adoption agencies, Inland Revenue, OFSTED, health agencies, schools, other local authorities and Adoption UK.

We will also share information with law enforcement or other authorities where permitted by law and provide data to the Cabinet Office for the National Fraud Initiative, which matches data to detect fraud and error.

How long your information will be kept

We create a case record for each adoptive applicant (including approved adopters, unsuccessful applicants and applicants that withdraw from the process) which holds the information obtained as part of the application, background checks and assessment, decisions and outcomes.

We keep adoption files for 100 years from the date of the Adoption Order. 

We keep the records of adopter applications that were not approved or the individual withdrew from the process for at least 15 years. 

However, we are currently required to retain all data relating to children and families that we have worked with indefinitely to meet the requirements of the Independent Inquiry into Child Sexual Abuse (aka the ‘Goddard Inquiry’). When the Inquiry concludes and we are no longer required to retain all records, our usual data retention rules will be applied.

Adult Social Care – Canary Care Assistive Technology Care Assessments

How we will use your information

Under the Care Act 2014, the Council are under an obligation to provide you with the best possible care.  To do so, we will need to carry out an assessment of what level of care you need.

As part of this assessment, we will use Canary Care assistive technology to gather information about your needs at night time.  This will involve placing motion sensors in your home which will collect information about your movement in the home at night time, the movement of entrance doors and level of room temperature to ensure that you are safe. This information will then enable us to determine the best level of care and support that you need through the night. 

The technology helps us to gather enhanced data about movements to inform your support plan and it can help to identify where you require more care.  Examples, of where the technology has provided great benefit, are:

  • picking up sleep problems and identifying where someone requires more care through the night
  • fall sensors or epilepsy sensors which can enable the support team to respond quickly
  • temperature sensors to monitor whether someone’s home is at a suitable temperature

Under Data Protection Law, the information collected by the Canary Care technology is being processed to help assess your needs and to provide assurance that we are providing the best care possible, tailored to your needs and to fulfil our statutory duties under the Care Act 2014.

Who we will share your information with

The Canary Care Technology will be installed by our contractor Tunstall who professionally analyse the information and provide the Council with a care report based on your needs. Tunstall will only have limited personal information about you to carry out this assessment.  We may also share this information with Care Providers who provide care to you on the Council’s behalf.

How long we will keep your information

The information that the Canary Care technology collects and the assessment report provided to us by Tunstall will be kept with your social care file and will be destroyed with your care file when we have no legal reason to keep it.  Tunstall will not keep a copy of your information and will destroy it as soon as the findings and recommendations have been reported to the local authority.

Blue Badge Service

How we use your information

We process personal data to manage the applications for a blue badge (new or renewals), assess eligibility, issue and distribute blue badges, take payments, monitor their use and take enforcement action if necessary.

To do this, we need to collect information about the person requesting the blue badge, which includes the following:

  • full name, title, address and contact details
  • date of birth, gender
  • proof of identification and residency
  • photograph National Insurance Number
  • disability benefits details
  • health and medical information

This information is processed in accordance with the General Data Protection Regulations, article 6(1)(e) in performance of a public task to fulfil our obligations under the Disabled Persons (Badges for Motor Vehicles) (England) Regulations 2000, and, for special category data, article 9(2)(g) substantial public interest for the provision of health and social care.

How we share your information

The information you provide in your application form will be uploaded to the BETA national database owned by Valtech. BETA is commissioned by the Department for Transport.

United Kingdom enforcement authorities will have access to all Blue Badge records via BETA where only the necessary information will be made available for the detection or prevention of fraud.

We are obliged to share your information with other local authorities, the government, the police and parking enforcement officers for the detection or prevention of fraud.  

Your name, address, date of birth, contact information and blue badge details will be shared with the Cabinet Office for data matching under the National Fraud Initiative. 

How long your information will be kept

We keep information about blue badge applications on our Customer Relationship Management system (for a period of 6 years) and the electronic or physical documents in a separate case file. 

Unsuccessful paper applications are kept for up to 1 year after the decision not to award a badge; successful paper applications are kept for 3 years from the badge issue date. 

Records created as part of an investigation into the misuse of a blue badge will be held for 6 years after the case is concluded.

What are your rights

You have rights under Data Protection law. For further details about your rights and your right to make a complaint contact our Data Protection Officer.

Building Control

How we will use your information

The Council’s Building Control Service is required to assess the design, construction, alteration and demolition of buildings to ensure building work complies with the Building Regulation Act 1984. 

We are required by law to collect and maintain records, such as:

  • building regulations applications, initial notices and final certificates
  • demolition notices
  • dangerous structure assessments
  • sports stadia certificates
  • work completed by competent persons
  • building Control Public Register

These records will often contain personal data about the applicant requesting a service or the details of the persons completing the work (eg name, home address, contact details, business address and contact details, professional qualifications, etc).  This processing is necessary to fulfil our statutory duties and the performance of a public task.

How we will share your information

We may share your information with the following third parties as part of a statutory consultation dependent upon the type of work you are undertaking:

  • Yorkshire Water
  • Severn Trent Water
  • South Yorkshire Fire and Rescue

We may also need to share information on a case-by-case basis with other Sheffield City Council colleagues, the Valuation Office and for new dwellings only, the LA Building Control Warranty. 

How long will your information be kept

The information you provide will be kept for a minimum of 15 years as stated in the Building Act 1984.

Children Missing Education

Purpose for processing your information

The Children Missing Education (CME) Team is responsible for fulfilling the legal duty to ‘make arrangements to identify, as far as it is possible to do so, children missing education (CME)’ (Section 436A of the Education Act 1996). The duty relates to children who are of statutory school age, from 5 to 16 years of age.

The work of the team is divided into two distinct areas:

  • to identify children who have moved to Sheffield (or living in Sheffield) and are not registered at a school or being electively educated at home by their parents (Elective Home Education). The team provides direct advice and support to these parents/carers to secure education provision. This also includes referral to other agencies
  • to track children who have left Sheffield or a Sheffield School and a destination school is not confirmed

With regards to data protection, we process your personal data under articles 6 and 9 of the General Data Protection Act 2016: article 6(e) processing is necessary for the performance of a public task in accordance to the Education Act 1996; article 9(2)(g) processing for substantial public interest (statutory purposes).

We collect the following information

In order to carry out our statutory duty and support children to secure education provision the CME team will contact, receive and share information with a range of agencies which will include, but not limited to: a parent/carer for the child, the child’s previous school(s), health professionals, Social Care Youth Offending teams, Housing services, Family support services (including Voluntary Community and Faith sector), social care and alternative education providers etc.  

The personal information that we receive and process in relation to parent/carers and children includes:

  • personal details such as name, title, addresses (current and previous), contact numbers, and personal email addresses, National insurance numbers (where applicable). The details will relate to the family members
  • personal demographics including date of birth, gender, ethnicity
  • education information including any Special Educational Needs and Disability (SEND) and previous or current school details and information eg attendance, exclusions, education and development levels, subjects being studied and expected grades
  • involvement with any statutory services such as Social Care, Access and Early Help, MAST, School Admissions, Exclusions, Data Team, Housing, SEN, and Youth Justice Service
  • involvement with health services including school nurses, doctors, consultants, psychologists, Child and Adult Mental Health Services
  • involvement with housing, voluntary/community and faith sector organisations, personal and family support services eg drug and alcohol support services, domestic violence refuges etc
  • involvement with the Police and/or probation
  • enquiries made with Council tax, housing services

We also obtain personal information from other sources including personal details, characteristics, educational history and professional involvement from previously attended schools, NHS, other local authorities.

How we collect your information

The initial CME notification may come from a range of sources including other local authorities, your child’s current or previous school, NHS, other professionals such as Social Services, CME Officers in other authorities. We may also be notified by anonymous referrals made by members of the public.

We will collect and check the information that we have been given at the initial appointment with the CME team, if you are applying for a school place.

Who the information is shared with

We will share you and your child’s details with relevant organisations and agencies to enable us to secure and provide education provision to your child, or support to you/your family. We will inform you when we will share your information, with whom and for what purpose. Sometimes we may ask you to sign a consent form, for example, if we are referring to another agency eg MAST, Education psychology, alternative education providers. 

The Children Missing Education Team may also use your information for other legitimate purposes and may share (where necessary) with other Council departments and external bodies responsible for administering services to children and young people. Reasons for sharing information with the internal and external bodies will be: to enable the tracking and monitoring of children missing education who were previously residing in Sheffield, to fulfil the council’s safeguarding duty and comply with the Prevent Strategy, the Home Office to notify of potential illegal immigration, the Police may request information at any time as part of a criminal investigation, and HMRC to detect and prevent fraud.

Internal bodies are, but not limited to: Admissions and Access to Education that covers Children Missing Education (CME), Elective Home Education (EHE), Exclusions and Child Licensing, Education Psychology Service, Hearing and Visual Impairment Service, the Data Team, the Early Help Service, the MAST Team and Safeguarding service, Governance and Legal Services, Complex Casework Panel, and Every Child in Education Every Day (ECIEED).

External bodies are but not limited to; schools/academies, including independent and boarding, Alternative education providers commissioned by the council to provide services to Sheffield children, Sheffield Futures, other Councils/boroughs and the Police. The Home Office, Her Magistrates Revenues, and Customers and the Department of Work and Pensions. External organisations commissioned by the authority to provide services for Sheffield Children which include Alternative Education providers, and other 3 party organisations.

We may use your information for another purpose if there is a legal duty to do so, to provide a complete service to you, to prevent and detect crime, or if there is a risk of serious harm or threat to life. 

Changes in your circumstances

You must notify us immediately if there are any changes in your circumstances and personal details so we can maintain an accurate and up to date record of your information.

How long we keep your information

When we collect your information, we update the child’s record on Capita One and also create and maintain a separate case file (currently a physical file).  

Capita One is the educational database that processes information about children and young people that have been or are eligible for education services in Sheffield. This information is kept until the child’s date of birth + 25 years, unless the person is subject to specialist educational services in which case the retention is date of birth + 32 years. The family case files are kept for the same periods.

Your rights

You have rights under Data Protection law. For further details about your rights and your right to make a complaint contact our Data Protection Officer.

Closed Circuit Television (CCTV) and Body Worn Video Cameras Privacy Notice

How we will use your information

We operate CCTV in the city centre and on the outside of entrances and some of the communal areas of some of our buildings, including Housing sites and Council offices. Some of our staff involved in enforcement activities (including Parking and Environmental Protection) and our City Centre Ambassadors wear body-worn video cameras to enable them to complete their activities safely.

The footage we record is used for the primary purposes of prevention and detection of crime, protecting public safety and traffic management. Data processing is necessary for us to perform a task in the public interest or for our official functions (GDPR Article 6(e)) in line with the Section 163 of the Criminal Justice and Public Order Act 1994, the Crime and Disorder Act 1998 and the Protection of Freedoms Act 2012).

Where fixed CCTV cameras are operating, there will be signs clearly displayed explaining that CCTV is in use.

Body-worn video camera footage is used for the purposes above and may also be viewed to resolve any complaints against our staff. Body-worn video cameras are activated by staff in certain situations, such as when they feel at risk of harm and in accordance with our body-worn video devices policy. The video cameras are clearly visible, we always warn members of the public when recording is in operation and a light will show on the video camera when it is active.

We also use mobile cameras in fly-tipping hotspot locations where previous attempts to stop it hasn’t worked. These are placed so they cannot be spotted by the public to enable us to catch those individuals illegally dumping waste. Footage is used to identify and prosecute the people involved. In order to make the camera work successfully we do not place signs in the exact location of the camera, but they are in place nearby so people are aware that filming is happening in the area.

We are allowed to use Covert Surveillance, but it has to be authorised by a magistrate. For further details go to our surveillance and investigation page

Who we will share your information with

We will only share CCTV, body-worn camera and mobile camera footage where we are legally required to do so, or where we are permitted to do so under the Data Protection Act 2018 - for example to support the prevention or detection of crime.

You have the right to request access to the footage you appear in. You can make a subject access request via our website.

How long we will keep your information

Footage used for the purpose of investigating potential criminal acts may be held for up to 6 years after the end of the investigation, in accordance with our Retention Schedule.

City Centre CCTV not required for an investigation or other purposes is stored digitally on a secure server and overwritten after 14 days.

Body worn video (audio and visual) footage is stored securely and will be destroyed after 14 days unless required for an investigation, complaint or other legal purpose.

Concessionary Travel

How we use your information

We process personal data on to our public transport providers such as First and Stagecoach. We do this to issue travel passes for certain school children and disabled persons, and customers have to reach an eligibility threshold for which we need enough information to assess the application to decide if a travel pass can be issued. 

The personal data we need depends on whether an application has been made for a school child or a disabled person, but it may include:

  • full name, title, address and contact details
  • date of birth
  • gender
  • a photograph and proof of identification
  • details of attending school
  • evidence of eligibility including any benefit details
  • health and medical information
  • National Insurance number

In accordance with the General Data Protection Regulations, we process your personal data under Article 6(1)(e) in performance of a public task to fulfil our obligations under the Transport Act 2000 (as modified by the Concessionary Bus Travel Act 2007), and for special category data, Article 9(2)(g) substantial public interest for statutory purposes (Data Protection Act 2018 Schedule 1(6)).

How we share your information

We will share your information with the following parties as part of the process to check your eligibility and issue your travel pass:

  • internal council services to check eligibility
  • South Yorkshire Passenger Transport Executive to provide and issue the travel passes
  • Schools where the travel passes are for school children

We will also share data with enforcement agencies where lawful to do so, for instance to detect or prevent crime. We also share your personal data with the Cabinet Office as part the National Fraud Initiative data matching exercise to detect potential fraud or error. 

How long your information will be kept

When you apply for a travel pass, we log your details onto our Customer Relationship Management System and also create an electronic file. The information collected as part of the paper application is held in these files for 3 years or 6 months depending on whether your application is successful or not. Electronic information on your application is kept for 6 years.

What are your rights

ou have rights under Data Protection law. For further details about your rights and your right to make a complaint contact our Data Protection Officer.

Coroner's Office

The Sheffield Medico-Legal Centre is available to Mr Christopher Dorries, HM Coroner for South West Yorkshire District, for the investigation of sudden, violent or unexplained deaths.

Sheffield City Council supports the Coroner in his judicial duties and provides Reception, Mortuary and Coroner’s Support Services. 

The personal data processed under these judicial activities fall under the management and control of the Coroner. The Courts and Tribunal Judiciary has subsequently published a privacy notice to explain how the judiciary of England and Wales processes personal data.

Information held by the Coroner

The Coroner collects information solely for the investigation of deaths that have been referred to him. He holds personal data on two different categories of people:

  1. The deceased person:  In relation to a deceased person, living people can often be identified from the data which is held on a deceased person, for example, the deceased’s next of kin or their doctor or solicitor. It should be noted that the personal information and records directly relating to the deceased are not covered by the Data Protection Act which relates only to living individuals
  2. Others:  We also hold information on many other people that we are in contact with in the course of the Coroner’s work and investigations. This includes family members and next of kin, police officers, NHS staff, solicitors, ambulance staff, pathologists, witnesses and expert witnesses, specialists, jurors, other local authority officers, members of the public and others who are recognised as having a legal interest in a specific case

In both categories personal information including contact details are held. Some of this information may include special personal data. All of this information is held securely.

We manage the electronic case management system that provides the means by which data is processed within the Coroner’s office. Deaths referred to the Coroner are recorded in this case management system. In addition, and where required by the Coroner, a paper record may also be created.

Information shared by the Coroner

At the conclusion of the Coroner’s investigation, next of kin information is shared with the relevant registration service to support the death registration procedure.

The Coroner may also share information and data with various bodies, organisations and agencies, such as safeguarding and suicide prevention services.

The Coroner may occasionally share information with bona fide researchers and academics. Where possible information will be anonymised but, if that is not possible, consent will be requested from the next of kin.

Retention of information by the Coroner

The Coroner investigation or post mortem records are kept for at least 15 years. In exceptional cases, such as undetected homicides, this can be indefinitely extended. 

After this period information relating to inquest cases may be kept in the City Council archive for longer periods if it is considered to be of historical interest. Sheffield City Archives keep information, such as:

  • selected inquest case papers, including Treasure Trove
  • census year post mortem files – under the guidance of the National Archives Operational Selection Policy OSP 6 (section 6:21) “Records Created by and Relating to Coroners 1970- 2000”
  • non census year post mortem files, information of interest eg evidence of industrial disease, accidents or disaster
  • registers of Death and Indexes

The Coroner decides on the content of any case file. Information relating to inquest cases is retained in written and electronic format. Information relating to cases that do not require an inquest is only stored electronically.

Data Protection Rights

The Coroner processes personal data for judicial purposes, so the rights of access are limited. If you wish to request information you must write to the Coroner, who will make the decision about disclosure. 

If you wish to appeal the Coroner’s decision, you can contact the Judicial Data Protection Panel.

Education - School Admission, Appeals and Exclusions

How we will use your information

We process personal data in order to allocate a school place and to review the admission decisions made that parents or carers are not happy with (eg a child not being placed at a preferred school).

The personal data we process will include the child's:

  • name
  • address 
  • age
  • gender
  • ethnicity
  • details of any other siblings at the school
  • additional information that may support the application or appeal, eg education attainment, behaviour,  medical or health conditions, special educational needs, religious beliefs, etc

We process this information to comply with our legal obligations under the School Standards and Framework Act 1998, School Admission Appeals Code 2012 and School Admissions Code 2014; the Education Act 2002 concerning exclusions.

How we will share your information

The information you provide on your school admission form is shared with:

  • the school of choice
  • the Department for Education
  • other English Local Authorities
  • School Transport Service – to assist with determining transport eligibility
  • other council departments, health partners and law enforcement agencies to verify information and ensure that the appropriate services are engaged

The information you provide on your school admission appeal form is shared with:

  • the school for which you have appealed
  • members of the independent appeal panel
  • the School Admissions Team
  • in the event of a complaint, the Local Government Ombudsman

In the event your child is excluded from school, their information will be shared with:

  • Sheffield Inclusion Centre
  • allocated school following reintegration back into mainstream
  • Independent Review Panels (Appeals)
  • Schools Adjudicator, Ombudsman

How long your information will be kept

We keep school admission applications, appeals and exclusions for 2 years from the date the matter is resolved.

Finance – Business Rates

How we will use your information

We collect and process personal data to collect and administer business rates and, where eligible, the assessment and application of business rate exemptions and rate relief. 

The personal data needed to do this includes the account holder’s name, property details, contact details and evidence to support exemptions and rate relief.

This processing is necessary as part of our legal duty to collect business rates under the Local Government Finance Act 1988 (and any subsequent legislation).

Who we will share your information with

We will share your information with:

  • Capita, who we have contracted to help collect and manage business rates
  • Business Improvement District, for the purpose of setting up and administering such districts
  • other local authorities and government departments to validate rate relief and exemptions
  • enforcement agencies and debt recovery agents to prevent, detect and prosecute crime and recover arrears and debts

We may also obtain information from third parties, such as an agent, a former occupier, Companies House or Land Registry.

How long we keep your information

We will keep your personal data for as long as we are required to do so under relevant legislation or in accordance with our operational requirements. Financial records are held for 7 years, however, where there are debts or arrears we keep the records until they have been paid in full.

Finance – Housing Benefit, Council Tax and Discretionary Housing Payments

How we will use your information

We process personal data to provide Housing Benefit, Council Tax Support Discretionary Housing Payment and assistance from the Council Tax Hardship Scheme.

The information we process includes data about you, anyone who lives with you, and your financial circumstances and sometimes health information.

This processing is necessary, so that we can comply with our legal obligations under the Social Security Administration Act 1992, Local Government Finance Act 1992, Council Tax Reduction Schemes (England) 2012 and the Discretionary Financial Assistance Regulations 2001 (and any subsequent legislation which applies).  

Who we will share your information with

We will share your information with:

  • third parties we contract to support our Housing Benefits and Council Tax Services
  • with internal council services to provide better customer services, check entitlements (ie free school meals), and keep our records up to date
  • government bodies such as the Department for Work and Pensions (DWP) and HM Revenues and Customs (HMRC), other local authorities, enforcement agencies and debt recovery agents, where necessary

We also share data with the Cabinet Office for the purposes of the data matching exercise called the National Fraud Initiative. The purpose of the exercise is to detect fraud and error. The Council is legally required to participate in this exercise.

Information received from third parties

We may obtain information about you from other third parties such as DWP, HMRC, your landlord/ letting agent or a support worker.

How long we will keep your information

We will keep your personal data for as long as we are required to do so under relevant legislation or in accordance with our operational requirements. Benefit claims, entitlements or reductions are generally held for 7 years after a claim has finished, however, where there are debts or arrears we keep the records until they have been paid in full.

Finance – Insurance and Risk

Why we are collecting and processing your Information

We collect the personal data of individuals who have submitted compensation or insurance claims. This is required to manage the claims handling process, including the detection and prevention of fraud. We are also required to keep records of claims for the purposes of purchasing insurance.

What information we will collect

The information we collect may include names, addresses, dates of birth, medical / health data and contact details eg telephone numbers and email addresses, Financial Information, Human Resources Records, and Social Care Records.

If we are unable to collect and process this data we would not be able to accept and deal with compensation or insurance claims submitted to us.

How we will use your information

As part of our claims investigations we may contact other organisations who are able to provide us with information to support this process.

The Council has a Legitimate Interest in processing your personal data in order for us to assess your claim and for the prevention and detection of fraud. This is the legal basis on which we process your data. You have the right to object to the processing of your data on the basis of Legitimate Interest.

We will not share your personal data with any third party for the purpose of marketing services or activities.

How will we share your information

Your personal information will only be disclosed to third parties, where we are obliged or permitted by law to do so. This includes use for the purposes of claims administration as well as checking with organisations and third party managed databases used to help prevent fraud / crime, and to regulatory bodies for the purposes of monitoring and / or enforcing our compliance with any regulatory rules / codes.

We may share and receive your information with / from third parties including:

  • legal advisors eg solicitors, counsel
  • insurance companies
  • law enforcement agencies eg police
  • courts
  • central government gepartments eg Department for Work and Pensions, National Fraud Initiative, DVLA
  • medical services eg NHS and GPs
  • providers of services to the Council for assessment of insurance claims e.g. loss adjusters or motor engineers
  • other central / local Government Departments

All data shared with third parties will be done via secure, encrypted methods and all data will be held securely.

How long your information will be kept

We will retain paper copies of claims records for 7 years from the closure of a claim (or for children, the year in which they reach the age of 21). Electronic records will be kept for up to 60 years.

We will only retain information outside these periods if required to do so eg for the purposes of a public inquiry.

Food Safety and Food Business Registration Privacy Notice

Our Food Safety Team and Environmental Health Service process personal information to register food business establishments. The purpose of registration is to provide us with information about the size and nature of food businesses within our area so that we can target our inspection and education activities. It is an offence not to register a food business or to give false or incomplete information.

What data we collect

The personal data we collect includes:

  • business name, address and contact details
  • name and home address of the proprietor or operator
  • manager name and contact details, if different from operator

We process this personal data to help compliance in the food industry, in particular in accordance with the Food Safety Act 1990, the Food Safety and Hygiene (England) Regulations 2013, and the Health and Safety at Work, etc. Act 1974.  For the purpose of the General Data Protection Regulations, the personal data is processed as part of our legal obligations and performance of a public task under Article 6(1)(c) and (e).

How we share your information

As a local authority we are required to keep a public register detailing the trading name, address, and type of food business that is registered with us. Apart from this, all the remaining information provided on the registration form is confidential and can only be revealed to an authorised officer from another local authority or to the police or other similar bodies for the purposes of investigating a potential crime.

Food hygiene ratings awarded to most food business establishments and the details of the hygiene rating is shared with the Food Standards Agency. These ratings are publicly available at https://ratings.gov.uk/

How long your information will be kept

We keep a register of all food business establishments and a corresponding case file for all records related to complaints, food hygiene inspections, ratings and enforcement action. Retention varies, but is generally 6 years from the last action.

Housing and Neighbourhoods Privacy Notice

How we will use your information

Our Housing and Neighbourhood Service provides a range of housing services to council tenants, prospective tenants on the housing register, leaseholders, social and private landlords.

These services include letting, managing and maintaining council houses, carrying out repairs, inspections and enforcement action, collecting rents and other income, providing temporary accommodation, homelessness service, and supporting independent living though housing provision, advice and guidance. 

We need to process personal data to carry out these services that may include:

  • name, address and address history, contact details, date of birth
  • ethnicity, religious beliefs
  • physical and mental health needs and medical history
  • financial circumstances, employment and benefits
  • details other householders e.g. dependents or cohabitees
  • criminal offence history

We only use your information where it is necessary to do so to comply with our legal obligations, notably under the Housing Acts, Homelessness Acts, Crime and Disorder Act 1998 and the Housing Health and Safety Rating System Regulations 2005. If consent is needed, we will make that clear before we start processing.

Who we will share your information with

Your data within the Housing and Neighbourhood Service may be shared with other council services and some other housing providers, in order to manage our relationship with you and help us to deliver the best services we can.

We share your data with contractors that we engage to maintain your property and partner agencies, and where required we will share your data with children and adult services, and health and medical teams.

We may also share your details externally where we are lawfully required to do so for the prevention and detection of crime, adult and child safeguarding and fraud, or for the collection of taxes or debt owed to this or another authority.

We may also share aggregated data for research and statistical purposes.

How long we keep your information

We shall keep information about you whilst we have a relationship with you and for up to ten years after this, but specific retention periods will vary depending on the services provided.

Human Resources Privacy Notice

We use your information if you are an applicant, offered a job with us, are an employee, casual worker, apprentice, trainee, on a work placement or are a former employee. We also collect and use the personal information of agency workers who work for us.

Recruitment

When you apply for a job with us, we need to collect enough information about you to determine your suitability against the job description and person specification.

We ask for the following information:

  • personal details – name, address, email, telephone, date of birth, and national insurance number
  • employment history
  • qualifications, professional memberships and training
  • information to assess your suitability for the job
  • equalities information and criminal record information
  • declarations and referees

If you are shortlisted and attend a job interview, you will be asked to provide evidence of your identity, right to work, qualifications and professional registrations. During the interview and any assessment activities, information will be gathered to inform the decision.

If your job application is unsuccessful, we will delete all the identifiable information that you have given us after six months. The equalities information you provide is anonymised and used to create and publish an annual statistical report on recruiting for a diverse workforce.

Working for us

If you are offered a job or when you start working for us, we will collect and process your information to start you in work and for us to meet our legal duties as an employer:

  • personal details – name, address, email, telephone, date of birth, national insurance number, emergency contact details, and your nationality
  • suitability for the role – your identity documents for eligibility to work in the UK, qualifications which are essential for the role, Disclosure and Barring Service Checks and other checks for roles involving children and vulnerable adults, professional registrations, employment and personal references, declarations of conflicts of interest and memberships of certain societies and, for certain posts, memberships of political organisations
  • financial Information – bank account, information on previous employment, student loan for tax purposes, trade union, health subscriptions and other deductions
  • terms and conditions of employment – your pay and your benefits - such as pension, your working hours, continuous service
  • details of your working patterns - days of work and working hours - and attendance at work, including your whereabouts to support you with lone working and Council vehicle usage etc, health monitoring for specific roles, access and use of Council buildings, property and ICT
  • information about medical health conditions including whether or not you need any reasonable adjustments, GP reports and Occupational Health assessments
  • details of periods of leave taken by you including holiday, sickness absence, family leave, employee led schemes and the reasons for the leave
  • assessments of your performance including appraisals, performance reviews and ratings, learning, development and training you have participated in, performance improvement plans and related notes
  • details of any disciplinary or grievance procedures in which you have been involved including any warnings issued to you and related notes
  • equal opportunities monitoring information

Your information will be held as part of your HR personal record for employment purposes.

Why we are allowed to use your information

We will use your personal information for a number of purposes in relation to the performance of your employment contract and when we have a legal duty to provide this information.

Where we are using your information outside of our contractual relationship and where we are not conducting a task in the public interest, then we will consider each data request carefully and make sure that this use of your data has a legitimate purpose or is carried out with your consent.

We have a legal obligation to check criminal records for roles involving or connected to working with children and/or vulnerable adults. 

We also collect and use ‘special category’ personal data, which is more sensitive data and needs more protection. This is our equalities monitoring information. We collect this to monitor how well we are recruiting, retaining and developing a diverse workforce, and to ensure that our HR processes are fair and do not have an adverse impact on particular groups of employees. You are asked to complete this information but can select a ‘prefer not to say’ option.

Where your information is collected for any employee well-being programmes or benefit schemes, your explicit consent will be requested at the point that you gain access to the schemes. Please note that you share responsibility for the accuracy of your personal information. Please use our HR system to update your information or notify Human Resources.

How we share your information

Your information will be shared with the Human Resources team, your line manager, other relevant Council staff and Elected Members, and third parties for the legitimate reasons described above and for the following purposes:

  • for recruitment, we will routinely share your information with managers and, depending on the role, with third party assessment centre providers and partners such as the NHS or police
  • to obtain pre-employment checks such as references from former employers, other organisations or professionals
  • to undertake necessary criminal records checks from the Disclosure and Barring Service for eligible roles
  • providing payroll services, including providing information to South Yorkshire Pensions Authority for auto-enrolment and for administration of the Council’s pension scheme, or providing information to other relevant pension providers. You will have the choice to opt out of these schemes
  • in some cases, it may be necessary for us to share your information with Occupational Health Providers to carry out a pre-employment health assessment and obtain any reasonable adjustments assessments and occupational health reports
  • determining eligibility and appropriate level of study for training programmes and courses, such as apprenticeships, and evidencing attendance at training courses and programmes to maintain your Continuous Professional Development
  • providing information as legally required to HMRC, pensions agencies, the Student Loans Company, government agencies, the Health and Safety Executive or the courts
  • providing statutory government returns for example the Skills for Care National Minimum Dataset Statutory Return, the Children’s Social Work Workforce Return, and the School Workforce Data Return
  • prospective future employers, landlords, letting agents, or mortgage brokers where you have asked them to contact the council to seek a reference

How long your information will be kept

The retention of HR information varies. It is common for HR files to be kept for 6 years after the person has left the Council’s employment, but there are exceptions to this, for example, timesheets and disciplinary records are kept for less time, whereas training and health records can be kept for up to 40 years.

Infectious Diseases and Food Poisoning Investigations Privacy Notice

How we use your information

Sheffield City Council’s Food Safety Team processes personal data to investigate reports of sporadic cases or outbreaks of infectious diseases and food poisoning. The team work closely with Public Health England (PHE) to try and identify the cause and source of the problem, so as to take appropriate action to prevent others becoming ill. 

The personal data we need includes:

  • full name, address and contact details
  • date of birth, gender
  • occupation or school details
  • NHS number
  • health and medical information
  • recent history eg eating, food shopping and food handling experiences to help trace the source of the illness

We process this personal data under our legal obligations under the Public Health (Control of Disease) Act 1984 and The Health Protection (Notification) Regulations 2010. For the purposes of the General Data Protection Regulations the following article 6 and 9 conditions apply:

  • article 6(1)(e) processing is necessary for the performance of a public task
  • article 9(2)(i) public interest in the area of public health

How we share your information

We will share your information with the following parties as part of the investigation and follow up to prevent a recurrence:

  • GPs – in regards to individual patients
  • PHE - in regards to individual patients (current and potential future patients)
  • local laboratories – in regards to specimen results

How long your information will be kept

When an infectious disease or food poisoning case is reported, we create a case file on our IT system and also a physical file. We keep your information eg notification of illness, follow up questionnaires, analysis and investigation findings, for 6 years after the case is closed.

Legal Services

How we will use your information

We collect and process personal data for the purposes of delivering legal services. This processing is necessary to fulfil our clients' and prospective clients’ duties related to the delivery of public services. 

We are the data controller of personal data relating to individuals who are either a named client or through whom we conduct our relationship with you. The personal data may include data about you, anyone who lives with you, and/or related to you and may include names, addresses, dates of birth, gender, nationality, telephone number, job title, financial Information, and Human Resources records.

We may collect and use sensitive information about you such as ethnicity, religious beliefs, medical / health data, social care records and convictions. 

As well as obtaining this information from you, we may collect information about you from third parties, such as other local authorities, enforcement agencies and relevant organisations.

Who we will share your information with

We will keep information received from you confidential while acting in connection with any legal matter unless:

  • we have your authority to disclose it
  • we are required to disclose it by law
  • the information is in or comes into the public domain without any breach of confidentiality on the part of Sheffield City Council
  • we are required to disclose it by the regulatory or fiscal authorities, in which case, to the extent that we are permitted to do so, we will endeavour to give you as much advance notice as possible of any such required disclosures

Personal information will only be disclosed to third parties via secure or encrypted methods. The third parties may include:

  • other council services
  • others that we contract, such as medical experts, barristers or debt recovery agents
  • government bodies such as the Department for Work and Pensions and HM Revenues and Customs
  • other organisations such as local authorities, enforcements agencies, where necessary

In addition to using your personal data for providing legal services, we may use it for marketing, administration, and training, and we may disclose it to our service providers and agents for these purposes. We may retain it for marketing purposes, to contact you about our services, but you can choose not to receive such material at any time.

We may disclose that we are acting for you in our marketing and similar materials and, if in the public domain, the matter on which we have acted or are acting for you. If the matter is not in the public domain, we may only disclose the matter for marketing purposes in a generic form (and without reference to you) unless otherwise agreed between us.

How we will keep your information

All paper and electronic data will be stored securely.

We will:

  • take appropriate organisational and technical measures against unauthorised or unlawful processing of your personal data and against accidental loss or destruction of, or damage to, that data
  • provide appropriate training to personnel who process that data on our behalf

We will retain our records for a minimum of 6 years from the completion of the matter, after which they may be destroyed. We will return any of your records which you ask to be returned to you. We will not destroy documents you ask us to deposit in safe custody but we will make a charge to cover our costs.

You can contact the Legal Services Data Protection Liaison Officer Steve Eccleston for more information steve.eccleston@sheffield.gov.uk.

Licensing

How we use your information

Sheffield City Council uses personal data to process applications for licences, certificates, permits, consents or registrations. 

The information we need includes your:

  • name
  • addresses
  • previous names and addresses (for the last 5 years)
  • relevant business name and details,
  • nationality
  • date of birth 
  • identity and right to work documents 
  • photograph 
  • declarations regarding physical health and criminal convictions

Licensing officers use this information to ensure licences, certificates, permits, consents or registrations are only issued to appropriate people who are fit and proper to hold one and to maintain records of issue, renewal or rejection. 

The information is processed to form part of a contract with the Council, but also to allow the Council to fulfil its public duties (public interest tasks and in the exercise of official authority) in accordance with licensing laws and regulations. Licensing laws vary according to the type of activity, but include the Licensing Act 2003 and Gambling Act 2005.

Who we share your information with

We sometimes need to share your information within the Council to provide advice and assistance to you, carry out our legal duties or to safeguard others e.g. children and vulnerable adults. 

We may also need to share your information with third parties, for example: the Police; Fire and Rescue Service; Home Office (Immigration Enforcement); Sheffield’s Safeguarding Children Board; the Health and Safety Executive, to assess licensing applications and the suitability of applicants and to prevent and detect and prosecute crime.

We are required to maintain and publish Public Registers, which includes personal data of licence holders for Hackney Carriages, Private Hire Vehicles and Operators, Combined HC/ PH Drivers, and the sale of alcohol (personal or premises).

We will also share data with the Cabinet Office for the purposes of a data matching exercise called the National Fraud Initiative. The purpose of the exercise is to detect fraud and error. The Council is legally required to participate in this exercise.

How long we keep your information

We keep information for 6 years from the date of the last action or the expiry of a license, certificate, permit, consent or registration.

Licensing – Child Work Permits, Children in Entertainment, Body of Persons Approval, Exemptions and Chaperones

Sheffield City Council’s Licensing Team processes personal data to issue Child Work Permits, Child Performance Licenses, Chaperone Licences (to adults), Body of Persons Approvals (to groups) and Exemptions (to individual children). The purpose of these licences is to safeguard children in employment, entertainment, paid sport or modelling, and the Licensing Team will inspect and monitor the use of the licences and investigate concerns.

What data we collect

The personal data we need for Child Work Permits includes:

  • name, address, gender and DOB
  • nature, place and hours of employment
  • school name and contact details
  • educational attendance level
  • fitness, health and medical conditions
  • child’s parent / carer name, address and contact details

The personal data we need for Child Performance Licences includes:

  • name, address, gender and DOB
  • school name
  • fitness, health and medical conditions
  • reasons for the application and details of the entertainment and organisation
  • child’s parent / carer name, address and contact details

The personal data we need for Chaperone Licences:

  • name, addresses, DOB, place of birth and National Insurance Number
  • telephone number and email address
  • employment details
  • health and disability status
  • portrait photographs
  • names, addresses and contact details of personal referees
  • disclosure and Barring Service Checks

The Personal data we need for Body of Persons Approvals:

  • name and address of lead applicant and company
  • name and address of Chaperones
  • details of performance

The personal details we need for Exemptions:

  • name, address, DOB of child
  • school name
  • name and signature of parent/carer
  • name, address and contact details of organisation
  • name of Chaperones/Responsible Adults
  • name and signature of organisation lead

We process this personal data in accordance with our legal obligations, in particular the Children and Young Persons Act 1933 and 1963, the Children (Performances and Activities) (England) Regulations 2014, the Management of Health and Safety At Work 1992, the Children Act 1989 and the Education Act 1996.

For the purpose of the General Data Protection Regulations, personal data is processed under Article 6(1)(c) for legal reasons, and Article 9(2)(g) for substantial public interests in employment, social security and social protection.

How we share your information

Chaperone information such as name, chaperone number and expiry date and Local Authority to which they are registered is shared with production companies and other Local Authorities.

Children’s Performance Licence information (including name, DOB, parent/ carer names and name of school and photo of child) is sent to the applicant of the licence, parent, school and the Local Authority where the performance is taking place.

We only share children’s information (name, DOB, postcode, LA where the child resides and district) as part of BOPAs if the child resides out of Sheffield and this is requested by their Local Authority.

Work permits are sent to the employer, parent and school only. This includes name, DOB, home address, school and year group.

Inspection reports are shared with the Local Authority where the child/children reside and the applicant responsible for the production only. Under a Performance Licence this will include name of child and DOB and Local Authority that issued the Performance Licence and details of chaperones (their name, Issuing authority and expiry date). Under a BOPA we do not share details of children just chaperones unless there are children who reside outside of Sheffield performing and their Local Authority request the information.

We will share personal information with law enforcement or other authorities if required to do so by applicable law.

How long your information will be kept

We create a case file for each licence application and records for inspections and investigations. Retention length varies, but in short applications and supporting information for:

  • Employment and Entertainment Licences, 25 years from child’s date of birth
  • Body of Persons Approval, 6 years from certificate expiry date
  • Chaperone Licence, 10 years from last contact (successful or unsuccessful)

Lifelong Learning and Skills

How we will use your information

Sheffield City Council processes personal data as part of its work to provide opportunities for children, young people and adults to gain employment, training and work skills. These opportunities vary from vocational courses to employability skills training and apprenticeships and we help to provide advice and guidance, match people to the right opportunities, monitor and report on their progress, and support them throughout their involvement. 

To do this, we need to process information about the people engaged with the service, their parents, carers or emergency contacts, and the education and training providers and local businesses. 

The information we process includes: name, address, date of birth, age, ethnicity, nationality, language, physical or health needs, emergency contact details, financial circumstances, educational attainment, lifestyle and interests, criminal history.  We also process personal information about attendance, progress and performance throughout the scheme to help evaluate the training or work provider.

We process this information as part of our duty to create and develop learning and employment opportunities across Sheffield. 

How we will share your information

We share information about our learners to find suitable placements at schools, colleges, commissioned training providers, businesses and organisations offering apprenticeships. 

We share information with the Education and Skills Funding Agency, European Social Fund (ESF), DWP and OFSTED to monitor the Council’s performance in supporting people in employment, training and skills development.

How long your information will be kept

We keep a case file on all people we provide opportunities to.  The length of time we keep information varies and may be as little as 6 years or up to 12 years depending if the placement is funded by the Education and Skills Funding Agency or ESF and our need to comply with their terms and conditions.

Parking - Enforcement

How we use your information

Sheffield City Council processes personal data to carry out is civil parking enforcement duties, which includes the processing of Penalty Charge Notices (PCN) and Appeals, Bus Lane Contraventions, On and Off-Street Parking.

This information may include:-

  • your vehicle details, e.g. vehicle registration number, vehicle ownership checks (DVLA), vehicle make and model, location of vehicle, civil parking offence details
  • basic details about you such as address, telephone number, email address
  • contact we have had with you, such as any correspondence, formal parking charge notices (PCN’s) and PACE interview forms
  • images of you from our bus lane enforcement cameras or if an enforcement officer has activated their body worn video camera

This processing is necessary for the performance of a task carried out in the public interest to fulfil its obligations as a Highway Authority, the Traffic Management Act 2004 and Civil Enforcement Parking Contraventions 2007, and Transport Act 2000 - Civil Bus Lane Enforcement.

How we share your information

We will share your information with other external third parties in the following circumstances:

  • the DVLA to trace the Registered Keeper of a Vehicle to pursue a Penalty Charge Notice
  • Traffic Penalty Tribunal and/ or Traffic Enforcement Centre as part of the appeals process
  • our contracted debt recovery agents to pursue outstanding debts
  • Police or security organisations to prevent or detect or prosecute crime

How long your information will be kept

We keep records of the enforcement action we have taken for 6 years starting from the end of the financial year the final payment was made or the case was closed (e.g. penalty charge notice cancelled).

We keep Body Worn Video camera footage for 14 days, unless a copy it is being kept as evidence as part of the enforcement record. 

Parking - Permits

How we use your information

Sheffield City Council has created a number of Parking Permit schemes to protect on-street parking spaces outside people's houses or businesses, in areas where parking is limited, and problems are caused by parking by commuters and shoppers, etc. 

You need to have a valid permit to park in one of these schemes, so you need to apply providing us with sufficient information and evidence to demonstrate you're eligible for a permit. 

This information includes name, address and contact details as well as details of your vehicle: make, model and registration. If you park in one of these areas without a valid permit, you are likely to get a Penalty Charge Notice. 

This information is processed to enable us to carry out our public duties, to administer, manage and enforce the permit scheme, under the relevant Traffic Regulation Orders.  

How we share your information

Your information is processed by the Council’s Customer Services and Parking Services to award and enforce permits. 

If you are issued with a Penalty Charge Notice for parking incorrectly, your information may be shared with the:

  • DVLA to identify the registered keeper of the vehicle to pursue an unpaid notice
  • Traffic Enforcement Tribunal as part of an appeals process
  • Council’s Finance team, or a third party debt recovery agent, to pursue a debt
  • Police or security agencies to tackle crime

We will also share data with the Cabinet Office for the purposes of a data matching exercise called the National Fraud Initiative. The purpose of the exercise is to detect fraud and error. The Council is legally required to participate in this exercise.

How long your information will be kept

We keep information about permits and enforcement action for 6 years from the financial year the information was created or resolved. 

Planning

How we will use your information

The Development Management Section of the Planning Service processes personal data as part of its work as a local planning authority so it can:

  • make decisions and provide advice on planning applications
  • respond to allegations of unlawful development
  • monitor development
  • enter legal agreements, collect the Community Infrastructure Levy (CIL), serve notices and promote the best use of land

The personal data we process will include your name, address and contact details, but in some cases additional information might be needed eg health or medical information to support an application.

We use the information provided to us to make decisions about the use of land in the public interest. This is known as a “public task” and is why we do not need you to “opt in” to allow your information to be used.

How we get your information

We get applicant information in two ways – it is supplied to us directly (or via a planning agent on their behalf) or we receive it from a third party website, The “Planning Portal”, which provides a transaction service.

We also receive comments, representations, allegations and questions via email, letter, and through our on-line platform.

How we will share your information

We will make details of planning applications available online so that people can contribute their “comments”. We will sometimes need to share the information we have with other parts of the council, eg to establish how long a building has been used as a dwelling.

We may share your information with statutory consultees as listed in the Town and Country Planning (Development Management Procedure)(England) Order 2015 as part of a statutory consultation requirement.

We may also share your information with non-statutory consultees within other Sheffield City Council departments.

The Local Planning Authority also makes applications available for inspection by members of the public. Some are on the online “Register”, historic applications can be viewed by appointment. Personal information may be redacted or withheld

We may also send out a follow-up survey to a sample of people using our service to see how we can improve it.

We are obliged under the Town and Country Planning Act 1990 and the Town and Country Planning (Development Management Procedure)(England) Order 2015 to make some of the information you give to us available on planning registers. This is a permanent record of our planning decisions that form part of the planning history of a site, along with other facts that form part of the “land search”.

We do not sell your information to other organisations. We do not move your information beyond the UK. We do not use your information for automated decision making.

Redaction (‘blanking things out’)

We operate a policy where we routinely redact the following details before making forms and documents available online:

  • personal contact details for the applicant - eg telephone numbers, email addresses
  • signatures
  • Special Category Data - eg supporting statements that include information about health conditions or ethnic origin
  • information agreed to be confidential

Sometimes we might decide it is necessary, justified and lawful to disclose data that appears in the list above. In these circumstances we will let you know of our intention before we publish anything.

If you are submitting supporting information which you would like to be treated confidentially or wish to be specifically withheld from the public register, please let us know as soon as you can - ideally in advance of submitting the application. The best way to contact us about this issue is by emailing planningapps@sheffield.gov.uk.  

How long will your information be retained?

The information provided by applicants and appointed agents will be kept indefinitely as required by the Town and Country Planning (Development Management Procedure) (England) Order 2015.

The information provided by neighbouring residents and other interested parties, who comment on applications as part of the Community Consultation process in relation to planning applications, will be retained for four years from the decision.

The information provided in relation to the investigation of unauthorised development will be kept for at least ten years. No personal information is published on any public platform in such cases.

The majority of information provided as part of the Community Infrastructure Levy process will be retained until the CIL application is complete and payment made in full or for 7 years in the case of Social Housing Relief, and 3 years for Self-Build Relief. Liable Party Information will, however, be kept indefinitely. No personal information is published on any public platform in such cases.

Complaints and problems

Making decisions on planning matters is a public task and you do not have the right to withdraw consent. However, if you think we have got something wrong or there is a reason you would prefer for something to not be disclosed, please ask us by emailing planningapps@sheffield.gov.uk.

Procurement – Trade and Non Trade Suppliers

How we will use your information

The information provided to us will be used for the creation of a supplier record on our primary financial system in order for us to: purchase goods/service, pay grants, loans, make insurance payments, compensation payments, refunds and to make payments for those goods/services provided. The information required includes: full name, address, telephone number, email address and bank details.

Who we will share your information with

We will share your information with the following third parties who use our primary financial system on behalf of or in conjunction with:

  • Capita Business Services who provide services on behalf of Sheffield City Council under the Business Services Contract.
  • Sheffield City Region Combined Authority who use our primary financial system for their financial transactions; including purchases and payments.

How long we will keep your information

For inactive supplier accounts ie we have ceased transacting with you, the information you provide will be kept for the default standard retention period for HMRC records which is 6 years plus current, otherwise known as 6 years + 1 after which it will be deleted.

Waste Management and Recycling Privacy Notice

How we use your information

Sheffield City Council’s Waste Management Team processes personal data as part of its role to provide waste management and recycling services to households and to businesses across Sheffield. 

We are the data controller for the information we process, but we have a contract with Veolia who are also a Data Controller of your data, to provide household waste collections (including bin assistance, larger, additional bins or replacement bins, bulky, clinical or green waste collections) and to manage and dispose of the waste taken to landfill sites and incinerator.

To provide the household waste collections we only need your information if you are reporting an issue, ordering additional services like bin assistance, specialist waste, or additional bins. In these cases we need your:

  • name, address and contact details
  • date of birth (assisted collections only)
  • details of the service required
  • proof of entitlement or health information for additional or assisted collections
  • financial details where charges apply

For our Household Waste Recycling Centres, we may need to collect your personal information if we need to issue you with a permit if you intend to visit in a permitted vehicle. This information will be the same as above, but also the details of the vehicle that you will use including make, model, colour and registration number. In some cases you may need to provide supplemental information such as your V5. 

We also arrange the removal of abandoned vehicles, which means we access the registered keeper details (from the DVLA) and may contact you to confirm the car needs to be moved and if that doesn’t happen, to have the vehicle removed.

We carry out these waste management and recycling duties under the Environmental Protection Act 1990, Waste Emissions and Trading Act 2003, the Controlled Waste Regulations 2012, the Waste Framework Directive, Waste Management Licensing and Environmental Permitting, Waste Electrical and Electronic (WEEE) Regulations and the Refusal Disposal (amenity) Act 1978.   

For the purposes of the General Data Protection Regulations the following article 6 and 9 conditions apply:

  • article 6(1)(e) processing is necessary for the performance of a public task and where a contract has been agreed eg additional waste collections
  • 6(1)(b) for the performance of a contract and for special category data (health, for example)
  • article 9(2)(h) substantial public interest for statutory purposes

How we share your information

We will share information with Veolia to aid for the collection and disposal of your household waste. We use the registered keeper’s vehicle details held by the DVLA.

We will share information without your specific consent where is lawful to do so, for example, to support community safety, to prevent or detect crime, etc.

How long your information will be kept

When a customer contacts the Council to report a concern or to request a waste management service, the details are logged onto the Council’s systems. They are also forwarded to Veolia to log onto their Customer Relationship Management System to carry out the service, where needed. These requests are kept for 3 years.

For abandoned vehicles, a new case file is created for each abandoned vehicle on the Council’s system and held for 6 years. 

Website advertising

The Council Advertising Network are responsible for delivering advertising on our website. Please take a moment to read their privacy policy which includes cookie information and details on how to opt out.

View the Council Advertising Network privacy policy

Withdawal of use of image consent

If you have given consent for your image to be used in communications but now wish to withdraw it please contact communications@sheffield.gov.uk