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Your Data, Your Rights

Under data protection legislation, you have the following rights with regard to your personal data held by any organisation:

1) Your right to be informed

When directly collecting your personal data, we will explain exactly what will happen to it using a Privacy Notice. If we collect personal information about you from another organisation (indirectly), we will provide you with similar information, as well as explaining where we got your information from.

2) Your right to access

You can request a copy of all, or part of, the personal data we hold about you by submitting a Subject Access Request (SAR).

You will need to provide enough detail about yourself to enable us to identify your personal data, such as your name, address and what contact you have had with the Service. You will also need to provide us with a description of the information you are looking for to enable us to locate it. Please be as specific as you can to assist our search.

We will also require proof of your identity. This can be a copy of your driving licence, birth certificate or passport. Copies of your proof of identification will be destroyed once the SAR has been completed.

If you would like to know what information (if any) we hold about you, you can apply here by downloading and completing the Subject Access Form and returning it to us (together with proof of ID).

Will there be a charge?

Information requested as a SAR will be provided free of charge (unless you are asking for additional copies of information previously supplied, or we have good grounds to consider the requests unfounded or unnecessary).

How long will it take?

We will acknowledge your request upon your receipt. Once proof of ID and any fee has been received, you will receive the information requested within one month.

However, if your request is complex or numerous requests have been made, we may be required to extend this to up to three months.  If this is the case, we will contact you within one month of receiving your request to notify you and provide a full explanation.

What will I receive?

You have the right to all of the personal data about you that we hold. However, there are some exemptions which we will explain if relevant.

Any decision to disclose another individual’s information to you will be made on a case-by-case basis.

Third party requests

Requests made on your behalf (e.g by a solicitor, relative or friend) will require written evidence of their authority to make such a request and must satisfy us that they are entitled to do so.

We would also need to be satisfied that you understand what information may be disclosed to someone acting on your behalf.  In some circumstances, we may send the information direct to you.

3) Your right to rectification

If you discover that the personal data we hold about you is inaccurate or incomplete, you have the right to instruct us to correct it and we must comply with this instruction within one month.

You must be clear about exactly what you believe is inaccurate and how we must correct it, providing evidence of the inaccuracies where available.

We will confirm that we have corrected your personal data. However, if we consider that your data does not need to be corrected, we will explain why.  Either way, we will respond to your request within one month (or up to three months for complex requests).

4) Your right to erasure

The right to erasure gives you the option to request the deletion or removal of your personal data where there is no reason for us to continue to use it.

The right is not absolute and we will not delete personal data which we still need to fulfill our official responsibilities as a Fire and Rescue Service. We may notify you if this is the case.

5) Your right to restriction

You have the right to request that we restrict any processing of your personal data until any errors have been rectified. In this situation, the right to restrict is not stand-alone and can be applied in tandem with the right to rectification.

The right to restriction can also be applied in other situations. If you are concerned that we may be processing data about in a manner that isn’t fair and lawful, you can request that processing is restricted while you pursue a complaint / determine our condition for processing.

We will consider your request and reply within one month (or three months for complex cases) with the outcome.

6) Right to portability

The right to data portability is very unlikely to apply to information held by the Fire and Rescue Service. However, we will consider such requests and respond within one month.

7) Your right to object

You have the right to object to us processing your personal data for the purposes we consider to be in the public interest whilst exercising our official authority as a Fire and Rescue Service.

If you do raise an objection we will stop using your personal data, unless we are able to prove overriding legitimate grounds for doing so.

8) Rights relating to automated decision making

You have a right to not be evaluated on the basis of automated processing and decisions. This is to ensure that any potentially damaging decisions are not made about you without appropriate human intervention. Automated processing includes profiling, which is when different types of data are brought together to build a picture of a person’s personality, behaviour or habits.

We use profiling to help target our Safe and Well visits to the most vulnerable people within our communities.  We use an intelligence targeting system which categorises households into low, medium and high risk.  This system receives information (at household level) from incidents we have attended, Safe and Well visits we have carried out, as well as information from our partners.

You can object to automated decision-making, including profiling, if that decision has a significant or legal effect on you. You will need to write to us, explaining your objection.

How do I exercise my rights?

You can contact our Data Protection Officer (DPO) if you wish to exercise any of your rights as described, have a query on how personal data is handled within our organisation or just want further information and advice.  Please email [email protected] or write to us at the following address: The Data Protection Officer, Dorset & Wiltshire Fire and Rescue Service, Five Rivers Health and Wellbeing Centre, Hulse Road, Salisbury SP1 3NR.

Who do I contact if I am not satisfied?

In the first instance you can make a complaint to us – please see complaints section on our website.

If you are still not satisfied after using our internal complaints procedure, you can contact the Information Commissioner’s Office (ICO) (www.ico.org.uk) at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 01625 545700.

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