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PRIVACY POLICY Cheshire West and Chester Council is committed to protecting your privacy when you use our services. The following privacy policy explains how we use information about you and how we protect your privacy. We have a Data Protection Officer who makes sure we follow the law. If you have any concerns or questions about how we look after your personal information, please contact them by: Email: dpo@cheshirewestandchester.gov.uk Post: Data Protection Officer, 4 Civic Way, Ellesmere Port, CH65 0BE Telephone: 0752 3515 474. Why do we need your personal information? When you fill in a form, register online, contact us, apply for a service or interact with us in any way, we will collect the following types of information depending on the service that you want to access Information about you, this could include your name, address, date of birth. Visual images, personal appearance and behaviour National identifiers such as NHS number, National Insurance number etc. Information about your family. Details about your lifestyle and social circumstances. Financial details Employment and education details. Details about your housing needs. The IP address that you accessed any of our online services from Case file information Criminal proceedings, outcomes and sentences Physical or mental health details Racial or ethnic origin Offences (including alleged offences) Religious or other beliefs of a similar nature We only collect and use personal information if we need it to deliver a service or meet a requirement in order to:- deliver services and support to you manage those services we provide to you train and manage the employment of our workers who deliver those services help investigate any worries or complaints you have about your services keep track of spending on services check the quality of services to help with research and planning of new services prevent and detect crime and fraud to review and update the systems on our IT network If we don’t need to keep your personal information personal information we’ll either keep the information anonymous if we already have it for something else or we won’t ask you for it. For example in a survey we may not need your contact details. If we use your personal information for research and analysis, we’ll always keep your information anonymous or use a different name unless you’ve agreed that your personal information can be used for that research. How the law allows us to use your personal information There are a number of legal reasons why we are allowed to collect and use your personal information. The reason why we are allowed to use the information is different for different service you access or interact with. You, or your legal representative, have given consent for us to use your personal information. We need the information because you have entered into a contract with us We need to have the information to perform our legal obligations We need to have the information to protect someone in an emergency (Vital Interests) We are required by law to do something and we need information about you in order to do this (Public Task) Is necessary for us to have the information to conduct our legitimate business for non-statutory services (Legitimate Interests) When we collect data about your race, health (including biometric or genetic data), sex life, sexual orientation, ethnic origin, politics or trade union membership, we also rely on the following lawful basis: You provided us with your explicit consent for us to collect and use your special category information. We need it for employment, social security or social protection checks We need to protect your vital interests in situations where you are incapable for giving consent Is necessary for us to have the information to conduct our legitimate business for non-statutory services (Legitimate Interests) You have made your information publicly available (In the Public Domain) We need to defend a legal claim It is to the benefit of society as a whole (Substantial Public Interest) or we need to comply with UK Legislation We need it to deliver health or social care services to you We need to collect it to protect public health in the public interest It is necessary for archiving, research, or statistical purposes What you can do with your information Under data protection law, you have rights including: Your right of access – You have the right to ask us for copies of your personal information. Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances. Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances. Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. To make a request follow the instructions on the data protection for you section on the Cheshire West and Chester website below. Data protection for you Who do we share your information with? We use a range of organisations to either store personal information or help deliver our services to you. Where we have these arrangements there is always an agreement in in place to make sure that the organisation complies with data protection law. We’ll often complete a data protection impact assessment (DPIA) before we share personal information to make sure we protect your privacy and comply with the law. Sometimes we have a legal duty to provide personal information to other organisations We may also share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information: if there are serious risks to the public, our staff or to other professionals; to protect a child; or to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them. In addition the personal information we have collected from you will be shared with fraud prevention agencies who will use it to prevent fraud and money-laundering and to verify your identity. If fraud is detected, you could be refused certain services, finance, or employment. If we’re worried about your physical safety or feel we need to take action to protect you from being harmed in other ways, we’ll discuss this with you and, if possible, get your permission to tell others about your situation before doing so. We may still share your information if we believe the risk to others is serious enough to do so. There may also be rare occasions when the risk to others is so great that we need to share information straight away. If this is the case, we’ll make sure that we record what information we share and our reasons for doing so. We’ll let you know what we’ve done and why if we think it is safe to do so. How do we protect your information? We strive to ensure that the records we hold about you (on paper and electronically) are held in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include: Encryption meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code. The hidden information is said to then be ‘encrypted’. Pseudonymisation meaning that we’ll use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours. Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it. Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong. Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches). Will your personal information be sent or stored in other countries? The majority of personal information is stored on systems in the UK. But there are some occasions where your information may leave the UK in order to get to another organisation or if it’s stored in a network outside of the UK. We have additional protections on your information if it leaves the UK ranging from secure ways of transferring data to ensuring we have a robust contract in place with that third party. We’ll take all practical steps to make sure your personal information is not sent to a country that is not deemed ‘safe’ by the UK Governments. If we need to send your information to a location which is not on the list of locations deemed a ‘safe’ location we’ll always seek advice from the Information Commissioner (ICO) first. How long do we keep your personal information? When we collect information about you, we store it for a set period of time depending on legislation, guidelines or codes of practice that specifies the length of the time that records must be kept. Information on this is stored in our Retention Schedules. When no guidance exists, we work with the services within the Council, to determine how long records must be kept. When we develop our retention schedules we take into consideration the requirements of the following overarching pieces of legislation: Principle (e) of the General Data Protection Regulation Section 46 of the Freedom of Information Act Section 22 of the Local Government Act Where can I get advice? If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer at DPO@cheshirewestandchester.gov.uk or by calling 0752 3515 474. For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at: Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF Telephone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number Email: casework@ico.org.uk Cookies Details of our cookie usage policy, including how to disable them is available on the cookies page of this website.

ACCESSIBILITY Website help and accessibility – we want this website to be easy to use. Many operating systems now include accessibility options that you can tailor to your needs on your own device. Options may include voiceover or talk back to read a screen to you, you can change screen colours or contrast, change text sizes and shortcut controls. To find the accessibility options on your device: Apple go to settings then general then accessibility Android go to settings then system then accessibility Windows go to your control panel We do what we can to make sure anything on our web site helps these accessibility options to work smoothly. Text size – making it bigger or smaller You can alter the size of the text on your mobile phone or tablet by moving apart two fingers on the screen – or make it smaller by pinching your fingers together. If you change the font size in your settings you wont need to alter the size on each page. If you’re using a computer or laptop you can the change the font size in your browser settings or by using keyboard shortcuts CTRL + to zoom in CTRL – to zoom out CTRL 0 (zero) to reset to normal size If you have a mouse scroll wheel, hold CTRL and scroll up to zoom in and scroll down to zoom out. Translating from English language You can use Google Translate to get a word for word translation of this site, for more details see our language translation page. Images and alternative text We use images to illustrate the content of a web page. Images have text descriptions known as their ‘alt’ tag. These text descriptions explain what you should see if the image doesn’t appear on the screen. Opening links in a new window The links on our site are shown by underlined text and open in the same window. If you want a link to open in a new tab or window, on a mobile or tablet hold your finger on the link on a touch screen until a menu appears and then select the ‘open in a new tab’ on a pc or laptop put the cursor over the link and right click and then select the ‘open in a new tab’ or ‘open in a new window’ option or you can press and hold the shift button on your keyboard whilst clicking on the link you wish to open in a new window. PDF documents Portable Document Format (PDF) files can be viewed by downloading and installing a free PDF reader. Navigating the website Most people go directly to the page that their search engine decides bests answers their question. If you want to look for more information on our site we have a few ways you can do this: Menus – hierarchical structure If you want to browse through the site you can use the menus. The menus group similar content together and show the pages below the page you are viewing or pages at the same level in that subject area. Web site accessibility policy We are committed to making this website accessible to the widest possible range of people, regardless of technology or ability. We are working to improve the accessibility and usability of our website. The Government requires all public sector websites to meet Web Content Accessibility Guidelines (WCAG) 2.1, to Level AA. These guidelines are based on good design practice and exist to ensure that no individual is excluded due to disability or choice of device or software. We aim to achieve level AA, but recognise that this is not always achievable for the entire website.

COOKIE POLICY Cookies Like many other web sites we use Cookies on our site. Cookies can help a website to personalise your visit. A Cookie is a text-only string of information that a website transfers to the Cookie file of the browser on your computer’s hard disk so that the website can, among other things, remember who you are. A Cookie will typically contain the name of the domain from which the Cookie has come, the lifetime of the Cookie, and a value, usually a randomly generated unique number. Three types of electronic access, storage and/or tracing devices are used on this website: Session cookies Which are temporary Cookies that remain in the cookie file of your browser until you leave the site. This information is not stored after you have left the site. Persistent cookies Which remain in the Cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie but this may be indefinitely or until deleted). Web beacons Which are electronic images known as Web Beacons (also called clear gifs or web bugs) that allow us to count the number of users who have visited these web pages. Cookies cannot be used by themselves to identify you. However, if you are an existing customer and you have logged onto this site and identified yourself as a customer, we may be able to connect your personal information with your cookie information. List of the main cookies This website uses cookies in several places – we’ve listed each of them below with more details about why we use them and how long they will last. We will endeavour to let you know before we store a cookie on your computer. There are two types of cookie you may encounter. First party cookies These are our own cookies, controlled by us and used to provide information about usage of our site. Third party cookies These are cookies found in other companies’ internet tools which we are using to enhance our site, for example Facebook or Twitter have their own cookies, which are controlled by them. We use a number of suppliers who may also have cookies set on our website. While we may have enabled these cookies for data purposes, we do not control the dissemination of information they provide, beyond that used for our own purposes. You should check the third party websites for more information about these. Provider: Google Analytics Cookie Names: _utma, _utmb, _utmc, _utmz Purpose: These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited. Data collected includes: Anonymous (ad clicks, browser type, mobile carrier, page views, referring URLs, time/date), Pseudonymous (IP address, search queries, “tweets”), PII (device and application IDs). Data Sharing: Anonymous and aggregate data is shared with third parties. Data Expiry: Log data is deleted or separated from PII after 18 months. Further information: Google Privacy Policy Website link: https://policies.google.com/privacy How to control and delete cookies This website will not use cookies to collect personally identifiable information about you. However, if you wish to restrict or block the cookies which are set by this website, or indeed any other website, you can do this through your browser settings. If you are using Microsoft Windows Explorer: open ‘Windows Explorer’; click on the ‘Search’ button on the tool bar; type ‘cookie’ into the search box for ‘Folders and files’; select ‘My computer’ in the ’Look in’ box; click ‘Search now’; double click on the folders that are found; select any cookie file; and then use the ‘Delete’ button on your keyboard. If you are not using Microsoft Windows Explorer, then you should select ‘cookies’ in the ‘Help’ function for information on where to find your cookie folder. Alternatively, you may wish to visit About Cookies which contains comprehensive information on how to do this on a wide variety of browsers. You will also find details on how to delete cookies from your machine as well as more general information about cookies. Website link: About Cookies Please be aware that restricting cookies may cause this website to work incorrectly. If you wish to view your cookie code, just click on a cookie to open it. You’ll see a short string of text and numbers. The numbers are your identification card, which can only be seen by the server that gave you the cookie. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.

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FREQUENTLY ASKED QUESTIONS What is a Client ? Unit4 has separate versions in the system, which are known as clients: Client 11 - Cheshire East Council including schools and ASDVS (council companies) Client 12 - Cheshire West and Chester Council including schools and ASDVs (council companies Client 13 - Cheshire Pension Fund Client 14 - Academies What is Halo ? The ICT system that records all helpdesk calls and ICT online requests/reports. All incidents raised are referred to as Tickets.

RESOURCES The Resources section is a comprehensive list of training materials, alongside a short description of what information the training document contains Click for resources FAQS You can search by area of work for any questions you may have relating to Unit4. Where appropriate answers contain links to relevant training resources. Click for FAQ'S GLOSSARY OF TERMS An explanation of Unit4 terminology Click for glossary REPORTING SUITE Here you will find names and descriptions of Unit4 reports for each workstream, as well as guidance notes on running specific reports. Click for reporting suite

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