Coverage of this Policy
This policy applies to sites that are controlled by Havant Borough Council. The specific instances are:
- Havant Borough Council website (http://www.havant.gov.uk)
- Havant Borough Intranet site
- Havant Community Partnership (http://www.hcp-partnership.org.uk/)
- Havant young peoples’ website (http://www.youthbeat.net/)
- Safer Havant (http://www.saferhavant.gov.uk/)
- Plaza Conference Centre (https://www.plazaconferencecentre.co.uk/)
When we talk about “the Council” or “we” in this policy, we are talking about those sites listed above, which may be extended from time to time. If you have questions or concerns regarding our Privacy Statement, please contact the Solicitor to the Council.
We are committed to providing you with an internet experience that respects and protects your personal privacy choices and concerns.
We make three pledges to you:
- We will not release personally identifiable information about you without your permission (except as needed to provide to you any services you have expressly requested) or unless required by law.
- You can manage and control the information that you have voluntarily provided to us.
- You can tell us what your privacy questions and concerns are so that we can respond.
All personal data we hold is covered by our registration under the Data Protection Act 1998. For details of our registrations use this external link to the Data Protection Registrar’s website.
The authority is under a duty to protect the public funds it administers, to to this end may use the information you have provided for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes. For further details follow this link to this website’s page on use of data to prevent and detect fraud.
Personally identifiable information is information, such as your name, telephone number, birth date, e-mail address, credit card information or mailing address, that can be used to uniquely identify you.
Anonymous information is not personally identifiable information. Anonymous information is information about how you use our sites (such as sites you visit and searches you do). Anonymous information also includes the domain names and/or I.P. addresses (as explained below) of internet browsers that visit our site, the time of day the site was visited, and other non-personal information. Anonymous information helps us know what our users do and is used to target improvements to the site.
Collecting and Using Personally Identifiable Information
It is not necessary to register to use any of the Council’s sites unless you wish to do so. You can visit our site and use any of our services without telling us who you are or revealing any personal information about yourself to us.
However there may be occasions when some form of personal information is requested (for example, using an on-line form) for validation purposes. In these instances, you need to complete certain fields (some are required and some are optional). We may use this information in several ways:
- to send you printed information
- to share your information with select third parties who work with us, only if you give us permission (as we explain below)
- to validate voting or form return details
- to efficiently carry out an electronically-based process
We may also offer you the option on on-line forms for example to volunteer personal information. This will usually be for the purpose of keeping you up to date with developments in that particular service.
Sharing Personally Identifiable Information with Other Companies
We will not share your personally identifiable information unless you have authorised us to share it or unless required by law. If you have not authorised us to share it and you want to do it now, or if you have authorised us to share your personal information and have changed your mind, send us an email at firstname.lastname@example.org. When we share your personal information with other companies, they cannot use this information this information with other information they may already have about you, or share this information with other companies or people without your express permission.
Disclosure of Your Identity
From time to time we may receive requests to disclose the identities of our users. We will not disclose the identities of our users unless we are legally required to do so. If a government agency, or a law enforcement agency, requests information in relation to the identity of our users, we will comply with the request. If we receive a request by a third party that is not a government agency (for example, a request in connection with civil litigation), we will try to contact the user whose identity has been requested using any contact information they may have provided during their use of the site. If the request includes a deadline, we will let the user know the deadline included in the request when we provide notice that we received it.
We collect anonymous information when people use our site. We use this information to improve our services in general. We do not combine this anonymous information with personal information about you. We share this anonymous information with some other companies, such as Steria, Maxsi and Capita Business Services, so that a better picture of what our visitors require from the site may be built up. Maxsi’s ‘eVisit’ software, for example, analyses anonymous information that we collect during your visit to our sites to understand what parts of the site should be developed as priorities.
We will not share any anonymous information about your use of our site with third parties if we believe that this information will be linked with your personally identifiable information obtained from another source, unless you have given us permission to do this.
The following statement is provided in accordance with the EU Directive on Privacy and Electronic Communications 2003.
A ‘cookie’ is a small piece of text that is sent to your browser from a web server and stored on your computer’s hard drive – usually in c:\windows\temporary internet files if you are using Microsoft Windows®. ‘Cookies’ do not damage your computer, and may be ‘persistent’ (saved on your computer) or ‘per session’ (deleted from your computer when you log off the internet). As far as this site is concerned, we use a ‘persistent cookie’ to remember your personalisation choice (resident / visitor / business) to help us provide a more personalised experience of our site. We also use a ‘per session’ cookie to help our partner Maxsi use their ‘eVisit Analyst’ program to gather monitoring data which will help us see which parts of our site work well and which don’t.
‘Cookies’ make web surfing easier for you by saving your preferences while you are on our site. More information about ‘cookies’ and how they work is available on the BBC’s ‘Webwise’ site.
Use of I.P. Addresses
An Internet protocol (I.P.) address is a set of numbers that is automatically assigned to your computer whenever you log on to your internet service provider (I.S.P.) or through your company’s local area network (LAN). Web servers, the powerful computers that provide web pages for viewing, automatically identify your computer by the I.P. address assigned to it during your session online.
Steria may collect I.P. addresses for some purposes (for example, to audit the use of our site). We do not link a user’s I.P. address to a person’s personal information, which means we will have a record of each user’s session but the user remains anonymous to us.
Under certain circumstances, I.P. addresses and/or domain names may be linked to personally identifiable information, when this information is stored in databases managed by internet registrars or registries such as Network Solutions or ARIN.
We operate secure data networks protected by firewall and password protection. We, and where applicable our hosting partners, have security measures in place to attempt to protect against the loss, misuse and alteration of your user data under our control.
Only certain employees have access to the information you provide us. For example, we impose strict rules on our employees who have access to the databases that store information generated from on-line forms. While we cannot guarantee that loss, misuse or alteration to data will not occur, we try to prevent such unfortunate occurrences.
Third Party Relationships
We do not endorse or give any guarantee about any linked websites or the information, products or services they describe. Links do not imply that we are affiliated or associated with that organisation or legally authorised to use any trademark, trade name, logo or copyright symbol displayed or accessible through the links. Equally, it does not mean that any linked site is authorised to use any trademark, trade name, logo or copyright symbol of Havant Borough Council.