Privacy notice

Quick links to

Overview

What information is being used?

How will your information be used?

What is the legal basis for processing your information?

How long will information be kept?

Sharing your information

Your rights

How to find out more or complain

Overview

This privacy policy applies to the East Sussex County Council Directory, East Sussex 1Space, only and not to any other website linked to or referred to on our site.

East Sussex County Council, the data controller, takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met. 

If you are logged into your Google account when you visit East Sussex 1Space, please also see Google’s privacy policy

You can see how East Sussex 1Space uses cookies in About cookies on this site

What information is being used?

We only collect information through East Sussex 1Space to help develop our database of services and support for people in East Sussex, to help us answer your enquiries and to gather feedback and comments on services. Information may also be used for analysis and to monitor the site’s usage.

Who you are Personal information we hold
Public user (unregistered)
  • Nil
Registered public user
  • User name (may include personal identifiable information)
  • Email address
Registered Third Party Provider
  • User name (may include personal identifiable information)
  • Full name
  • Contact details that you provide:
    • Phone number(s)
    • Email address
    • Geographical address if provided (Home addresses eg of Personal Assistants, will not be published on East Sussex 1Space, we only show the area your service covers )
Local Authority user
  • User name (may include personal identifiable information)
  • Full name
  • Email address

 

We will never collect sensitive information about you without your explicit consent. 

The information we hold will be accurate and up-to-date to the best of our ability. We will take all reasonable steps in accordance with our legal obligations when notified to update or correct personally identifiable information in our possession.

The personal information we hold is held securely in accordance with our internal security policy and the law.
If the Feedback, Suggest a service,  and Contact us forms are used, an email is generated and sent to 1Spaceadministrator@eastsussex.gov.uk. The email will include the sender’s email address and, if provided, their name and telephone number.

Some information is  automatically collected:

  • IP address of the device used to access East Sussex 1Space
  • browser (type/version) and operating system used
  • URL of the site that led you to East Sussex 1Space
  • when East Sussex 1Space was accessed

This information is only used for internal analysis and cannot be used to identify individuals. It is not combined with other data sources.

How will your information be used?

The information you provide will only be used for East Sussex 1Space purposes and will not be used for any other purpose without your permission. We will never trade, sell or exchange any of your personal details with any third party company or institution.

If you find any inaccuracies please notify us at 1spaceadministrator@eastsussex.gov.uk and we will, unless the information given to us is not substantiated, delete or correct it promptly. 

Registered public users

You can login to change your email address, password, secret word, and to request that your login account is deleted.

We will only use your details to contact you to 

  • Notify you of significant changes to the Terms and Conditions of the site 
  • Confirm deletion of your login account if you request it or if it hasn’t been used for 2 years

Registered Providers

You can login to change your email address, phone number(s), geographical address (if provided), password, secret word, and to request that your login account is deleted. 

Once registered, we will use your details to contact you to 

  • Confirm acceptance or rejection of submitted changes
  • Ask you periodically to review the details of your service(s) are accurate and up to date
  • Consult you about your entry where necessary, for example
    • to confirm the entry’s details
    • make suggestions to ensure your service entry is optimised 
    • notify you of changes to how the East Sussex 1Space admin area operates
  • Forward to you any feedback or questions we receive about your service
  • Notify you of significant changes to the Terms and Conditions of the site
  • Confirm deletion of your login account if requested or if it hasn’t been used for 2 years

Local Authority users

You can login to change your email address, password, secret word, and to request that your login account is deleted. 

We will only use your details to contact you to 

  • Notify you of significant changes to the Terms and conditions of the site 
  • Confirm deletion of your login account if you request it or if it hasn’t been used for 2 years

What is the legal basis for processing your information?

Registered Public Users

Your registration data is needed to set up your login account. The account allows you to bookmark services for future reference via the Favourites facility.

Registered Providers

Your registration data is needed to set up your login account and add/amend your service entry.

Your consent is needed for us to notify you of certain automated emails that East Sussex 1Space generates. You can manage which emails you receive in the Manage Your Account section of the site after you have logged into your account.

Local Authority users

Your registration data is needed to set up your login account.  The 1Space Administrator sets permissions for Local Authority users dependent on role, experience and requirements.

How long will information be kept?

Emails received by 1Space Administrator which include personal identifiable information such as name or email address will be deleted after 5 years from receipt of email.

If a login is rejected, the information submitted on the request form is not added to East Sussex 1Space

If a login request is accepted but registration isn't completed within 6 months of acceptance, the information submitted will be deleted from 1Space the following quarter. 

Registered users information

If a login has not been used for 2 years we will delete the login.  An email is sent to the email address associated with the login to confirm the account has been deleted.

Local Authority users

If a Local Authority user

  • leaves the Council – the user’s login account will be deleted (1Space Administrator is notified of leavers )
  • changes role – The user’s permissions will be reviewed and updated as necessary.  The list of Local Authority users is reviewed annually to confirm access is still relevant to a user’s role.

Listed services

Services listed on East Sussex 1Space may include personal information eg name, email, phone number of contact.

All services listed on East Sussex 1Space are reviewed annually. If a registered user is associated with a service, we will ask them to review their service. If they do not, the service may be removed from East Sussex 1Space (it can be reinstated if the registered user contacts us). If there is no contact from the registered user within the following 12 months, the service will be deleted

Sharing your information

Any sharing of personal data is always made:

  • on case-by-case basis
  • using the minimum personal data necessary
  • with the appropriate security controls in place
  • in line with legislation.

Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.

We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

We will not routinely disclose any information about you without your express permission. However, there are circumstances where we must or can share information about you owing to a legal or statutory obligation.

East Sussex 1Space’s data processor is Oxford Computer Consultants. They store the information entered onto East Sussex 1Space.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information
  • to ask for access to your information
  • to ask for your information to be corrected if it is inaccurate or incomplete
  • to ask for your information to be deleted or removed where there is no need for us to continue processing it
  • to ask us to restrict the use of your information
  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
  • to object to how your information is used
  • to challenge any decisions made without human intervention (automated decision making)

Please visit East Sussex County Council’s data subject rights pages for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak directly to our service:

Email: 1spaceadministrator@eastsussex.gov.uk

Write:

1Space Administrator
Adult Social Care & Health
East Sussex County Council
County Hall
St Anne's Crescent
Lewes
BN7 1UE

To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.

Further information on making a complaint.

You can also contact the ICO for further information or to make a complaint:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website