This notice explains what happens to any personal data that you provide to us or that we collect from you whilst you visit our site, and how we use cookies on this website. By personal information, we mean information which, by itself or with other data available to us, can be used to identify you.
It is important that you read this notice so that you are aware of how and why we are using such information. We are required under data protection legislation to notify you of the information contained in this privacy notice.
Who we are
In terms of InfoSpace, Norfolk County Council is a “data controller”. This means that we are responsible for deciding how we “process” (that is, collect, hold, use and disclose) your personal information.
Our address is Norfolk County Council, County Hall, Martineau Lane, Norwich NR1 2DH.
What we use your personal information for
InfoSpace provides our customers with access to a model HR policy framework, as well as guidance and model forms. To provide this service we require your name and work email address to enable you to access InfoSpace. We will use it for one or more of the following purposes:
Legal basis for processing: performance of a contract
- To set up InfoSpace accounts and resolve access issues
- Contact you at service subscription renewal stage
Legal basis for processing: consent
- Send email alerts regarding policy updates, service/website or product changes, or news. These email alerts can be switched on or off by you at any time
- From time to time we may run surveys which will pop up when you log in to InfoSpace. If you choose to participate in these surveys and provide your name and other contact details we will anonymise this information for reporting purposes. However, we may get in touch to request further information or for the below purposes:
In addition, we may use the information for one or more of the following purposes:
- To provide information to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.
- If you have previously purchased goods or services from us, we may provide to you details of similar goods or services, or other goods and services, that you may be interested in.
If we change, or add to, the ways in which we process your personal data we will inform you via this privacy notice.
How the law protects you and the legal basis for processing your information
The GDPR and DPA place a legal obligation on us to process your personal information in accordance with the following data protection principles in that your personal data must be:
- Used lawfully, fairly and in a transparent way
- Collected only for valid purposes that we have explained to you and not used in any way that is incompatible with those purposes
- Relevant to the purposes we have told you about and limited only to those purposes
- Accurate and kept up to date
- Kept only as long as is necessary for the purposes we have told you about
- Kept securely
There must also be a lawful basis for processing personal information – a justifiable reason for us to collect, store, use and disclose your personal information. Our lawful basis for doing so are highlighted in ‘What we use your personal information for’ section above.
Cookies
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To work out the right retention period for personal data, we consider the following matters:
- The amount, nature, and sensitivity of the personal data
- The potential risk of harm from unauthorised use or disclosure of your personal data
- The purposes for which we process your personal data and whether we can achieve those purposes through other means, and
- Any legal or regulatory requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
Once you no longer require services from us, we will retain and securely destroy your personal information in accordance with our data retention schedule.
What rights you have over your data
If you have an account on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
NCC’s Data Protection policy and Privacy notice
To view Norfolk County Council’s Data Protection Policy please click here. To view Norfolk County Council’s General Privacy Notice please click here.
How to get in touch
Please do not hesitate to contact us regarding any matter relating to this notice or if any additional information or explanation is needed in regards to the collection and processing of personal data for InfoSpace via email at ehrpolicy@norfolk.gov.uk
If you want to make a complaint about the way we have processed your personal information, you can make a complaint using Norfolk County Council’s complaint procedure or contact the ICO, which oversees data protection law – ico.org.uk/global/contact-us/
Data Protection Officer
Norfolk County Council appoints a Data Protection Officer who coordinates data protection across the Council and can be contacted by writing to:
The Data Protection Officer
Norfolk County Council
County Hall
Martineau Lane
Norwich
NR1 2DH
or by email to dpo@norfolk.gov.uk.
To view Norfolk County Council’s Privacy Notice please click here.
Changes to this privacy notice
We may amend this privacy notice at any time so please review it frequently.