Privacy Notice: How and why we use your data

Organisations we share data with

We sometimes need to share information with the individuals we process information about and other organisations. Where this is necessary we are required to comply with all aspects of the General Data Protection Regulation (GDPR)

What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  • courts and tribunals
  • prisons
  • central government
  • credit reference agencies
  • current past and prospective employers and examining bodies
  • customers
  • customs and excise
  • data processors
  • debt collection and tracing agencies
  • educators and examining bodies
  • relatives, guardians, associates or representatives of the person whose personal data we are processing
  • financial organisations
  • healthcare professionals
  • healthcare, social and welfare organisations
  • housing associations and landlords
  • international law enforcement agencies and bodies
  • law enforcement and prosecuting authorities
  • legal representatives, defence solicitors
  • licensing authorities
  • local government
  • ombudsman and regulatory authorities
  • partner agencies and approved organisations
  • police complaints authority
  • police forces and non-home office police forces
  • political organisations
  • press and the media
  • private investigators
  • professional advisers and consultants
  • professional bodies
  • providers of goods and services
  • regulatory bodies
  • religious organisations
  • security companies
  • service providers
  • schools
  • students and pupils including their relatives, guardians, carers or representatives
  • survey and research organisations
  • the disclosure and barring service
  • trade unions
  • voluntary and charitable organisations

We also have to send data and statistical collections to some Government departments by law. A list of these departments is available on GOV.UK.

Transferring data abroad

Your data may be transferred outside of the UK, for example, if we use a cloud service that has host servers located in another country. If your data is transferred outside of the European Union, it is done so under contract, which states how those companies must keep your data safe.

Public health

Our public health team has to improve the health of everyone in Leeds. To help us do this, we use data from many organisations including the Office for National Statistics, NHS Digital, Clinical Commissioning Groups and hospitals to understand more about the nature and causes of disease and ill health in Leeds.

You can read more about it in our public health notice on the following links:

We may also share personal data without consent to prevent the spread of infectious diseases, in the vital interests of any individuals or when it is in the public interest.

National Fraud Initiative (NFI)

We take part in the Cabinet Office's National Fraud Initiative: a data matching exercise to assist in the prevention and detection of fraud. We must provide certain data to the Minister for the Cabinet Office. The law that says we must do this is Part 6 of the Local Audit and Accountability Act 2014.

Further information on the NFI is available on GOV.UK.

Social care

We are working more closely in partnership with health (doctors, hospitals etc.) as health and social care services become more joined up. The government says that we must share your NHS number with each other. When we work with our health partners on things such as the Better Care Together Programme, we will try, wherever possible, to do so with your consent.

Social Workers will share data with health professionals as part of your care team for your direct care. Sometimes we may need to share without telling you for legal reasons, or when it is in your vital interest. We also have to comply with the NHS Information Governance Toolkit which sets strict standards as to how we use your data.

Child protection

The council has also signed up to the national information sharing protocol for the use of Child Protection Information Sharing (CP-IS) with the NHS. We are told when a child or unborn baby with a child protection plan (CPP) or looked after child status (LAC) is treated anywhere such as a hospital or NHS walk-in centre.

New technologies

We may introduce new technologies that use personal data e.g. biometric scanners, body worn video cameras etc. A Data Protection Impact Assessment will be carried out to make sure we think about how we can keep any new data we collect, safe

Website and social media

We will use the Internet to communicate with the public and promote public participation. Through our social media accounts and website, we will post photos, videos, and sound recordings of our work and events, which may sometimes include personal data. Although we often try to seek consent, this may not always be possible when capturing large crowds or public street scenes. If you are ever unhappy about being included in any of these publications, please contact us by emailing

Registration and authentication

We may require you to register and be authenticated with us in order for you to access services e.g. My Account. Our privacy notice sets out our commitment to you when you access our services via the internet.


Unless encrypted, email messages sent via the internet may not be secure and could be intercepted and read by someone else. Please bear this in mind when deciding whether to include personal or sensitive information in any email messages you intend to send to us. If you email us we may keep a record of the information you provide which will be kept for no longer than necessary, in line with our retention policy.

Using our website

The website does not store or capture personal information, about you unless you decide to provide it to:

  • subscribe to or apply for services that require personal information
  • report a fault and give your contact details for us to respond
  • contact us and leave your details for us to respond

You can read more about how we use cookies on our cookies page.

Telephone calls

We record telephone calls that are made to the Council’s contact centre for staff training purposes. The recordings are kept in line with our retention policy.

E-newsletters and texts alerts

Data you give us will not be used for sending you marketing e-newsletters or other electronic promotions e.g. text alerts, unless you have opted in to receive them. We may send you service announcements in this way though. We will not send you any other information electronically unless you have specifically opted to receive it.

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