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Emergency Planning privacy notice

Data we collect

The personal data we collect and process will depend on the function we perform. Please refer to the below:

Staff/volunteer details

We contact council staff and volunteers by email to collect the following personal information to support the production and maintenance of effective emergency response and business continuity plans:

  • Name
  • Personal email address
  • Personal contact numbers: contact numbers are also added to the Resilience Direct system for communication in the event of an emergency.

Additionally, we store emergency plans that will contain this data.

Keyholder information

We invite keyholders of our designated Emergency Assistance Centres to provide the information listed below, so we may contact them if there is a requirement for people to be evacuated to a safe location.

  • Name
  • Personal phone numbers
  • Email address

Emergency Assistance Centre Registration

Paper records will be used to capture personal details of people evacuated to the Council’s Emergency Assistance Centres as follows:

  • Name
  • Home address
  • Contact details
  • Date of birth
  • Gender
  • Medical, physical, health or social care needs
  • Prescription/medication needs
  • Next of kin contact details
  • Vehicle registration

We will only use your personal data for the purpose for which we collected it which will include the following:

  • To register you at one of our Emergency Assistance Centres
  • To enable us to help meet any identified care and support needs
  • To help you contact relatives and friends following an incident or emergency
  • Enquiries can be made to see who is accounted for, and who is missing

Decision logs/meeting records

Information is collected about the decisions made and courses taken by the Council during and after a major incident. This information may be made available as evidence to support any subsequent de-briefs, inquiries or proceedings.

Why we collect and use this information

The processing of personal information is necessary for compliance with the statutory requirements of the Civil Contingencies Act 2004.

Why we are allowed to use your data

The legal basis for data processing we rely on comes from Article 6 of the General Data Protection Regulations (GDPR). The following sections apply;

  • Article 6(1)(c) Legal Obligation - Processing is necessary for compliance with a legal obligation to which the controller is subject;
  • Article 6(1)(d) Vital interest - the processing is necessary to protect someone’s life;
  • Article 6(1)(e) Public task -the processing is necessary for you to perform a task in the public interest or for your official functions, and the task or function has a clear basis in law.

Who we can share your data with

The CCA places a duty on Category 1 and 2 responders to share information upon request. To help us provide emergency response services appropriate to your needs both during an incident and throughout the longer-term recovery period, we may share information with others including, but not limited to, Category 1 and Category 2 responders, such as:

  • Other Council services
  • Emergency Services
  • NHS agencies
  • Health providers
  • Utility companies
  • Voluntary organisations

When computers make any decisions about you

Not applicable

When your data gets sent to other countries

Not applicable

Further information

For enquiries about this privacy notice and for deletion of data held under consent please email Emergency Planning


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