Norfolk Fire and Rescue Service Communications privacy notice

What is the Purpose of this Document?

This privacy notice explains how we, Norfolk County Council, use your information for the purposes of Norfolk Fire and Rescue Service Communications Department.

By 'use' we mean what we do with your information, and how we store and share it.

If you have provided consent for photographs/videos, you can withdraw this at any time by emailing staffcommsfire@norfolk.gov.uk

Further Details about Us and Your Rights

We provide the following details in our general privacy notice on our website:

• Who we are (and contact details)
• Your rights under the UK GDPR (including complaints)

You can also ask us for a copy of these details.

How we use your information

• Publicity materials, including newsletters, printed publication, advertising e.g. outdoor posters, buses & bus stops
• Presentation and exhibition materials
• Websites, social media channels and digital communications (YouTube, TikTok, Facebook, LinkedIn and Instagram)
• For use in the media for use e.g. newspapers, publications, website and social media channels (includes print, television and radio media)

We will seek your consent on a separate consent form.

We also use your information in other ways compatible with the above.

What Information we collect and use about you

We will collect and use:

• Photographs or video footage (including audio) of you or your child
• Personal details (name and date of birth if the photo/video relates to a child)
• Contact details (telephone, email, and address)
• Locational data (location/venue of event)

Social relationships (relationship to the child or young person participating in photographs and video footage - if providing consent on their behalf).

We may also collect and use "special category" information on the photos/videos relating to:

• Health data including any disabilities and medical conditions.
• Religious or philosophical beliefs
• sexual orientation

for example:

• Information about your physical or mental health, or disability status, which may be captured in photographs and video footage
• Information about your race or national or ethnic origin, religious beliefs, or your sexual orientation, which may be captured in photographs and video footage

By law we can only collect 'special category' information when it is relevant and for the purposes described above.

Where we get your information from

The information we hold includes information you have provided to us.

Who we share your information with

We share your information with:

• We will share photographs and video footage publicly through promotional materials such as our website, leaflets and banners and our social media channels (Facebook, Instagram, X, LinkedIn, Youtube and TikTok)
• We will share your photographs and video footage with Norfolk Fire and Rescue Service staff through internal communications channels such as e-newsletters and our intranet.

We will not share photos or video footage directly with partner or external organisations, however, they will be shared publicly via methods mentioned in this privacy notice.

Our lawful basis for using your information

We have legal reasons under the UK GDPR to use your information because you have provided consent and explicit consent.

• For photographs and video footage, you (or if you are under 13) a parent or guardian has provided consent. More information about this will be provided to you when we seek your consent via our consent form.

You can withdraw consent at any time, by emailing: staffcommsfire@norfolk.gov.uk

How long we keep your information

When the information is no longer needed for the above reasons it will be securely deleted, or shredded.

We will keep your photos and videos for two years unless you request that we delete it before this time. Photos and videos posted on social media platforms will remain on the platform indefinitely unless otherwise instructed by you.

How we keep your information

The information is stored electronically, on our computers, and in paper files. 

Your personal information may be transferred outside of the UK and the European Economic Area. While some countries have adequate legal protections for personal data, in other countries steps will be necessary to ensure appropriate safeguards apply to the information. These include imposing contractual obligations to ensure that these safeguards apply. Your photo/video may be posted on social media sites such as: YouTube, LinkedIn, X (Twitter), Facebook, TikTok and Instagram. 

These sites process and store data within the USA, Malaysia, and Singapore. We need to transfer the data to these countries as these companies do not offer an alternative.

Risks

Some countries don't offer the same protections as the UK and EEA. If you withdraw consent Norfolk Fire and Rescue with remove your data but we may not be able to remove it if it's been transferred outside the UK or EEA.

Your rights under the UK GDPR

You have the following rights (but note, these rights do not apply in all circumstances):

• Your right to be informed about the processing of your personal information.  This is the purpose of this notice.
• Your right to have your personal information corrected if it is inaccurate and to have incomplete personal information completed
• Your right to object to the processing of your personal data
• Your right to restrict processing of your personal information
• Your right to have your personal data erased ("the right to be forgotten").  As above, please note this right is subject to several restrictions, which we will discuss further with you if you choose to exercise it.
• The right to move, copy or transfer your personal information ("data portability").  This only applies to personal data processed under the GDPR and only in certain limited circumstances.  This right does not apply to personal data processed under the DPA.
• Rights to be notified of, object to and challenge any automated decision made in respect of you, including profiling
• Your right to request access to your personal information and information about how the County Council processes it
• Your right to withdraw any consent you have given for the processing of personal data at any time

If you want to exercise any of these rights, please contact the Information Compliance Team by:

• Emailing the Information Compliance Team on information.management@norfolk.gov.uk
• Writing to the Information Compliance Team, Norfolk County Council, County Hall, Martineau Lane, Norwich NR1 2UA

Questions or complaints

If you have any questions about this privacy notice or how we handle your personal information, you can write to the DPO by letter to the DPO, Norfolk County Council, County Hall, Martineau Lane, Norwich NR1 2DH or by email to dpo@norfolk.gov.uk.

You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues.  The ICO can be contacted:

• By writing to the ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
• By telephoning 0303 123 1113
• Online at ico.org.uk/global/contact-us/

Automated decision making

We do not make automated decisions (including profiling) about you.

Changes to this notice

We update this privacy notice from time to time, so please review it often. The date below is updated every time this privacy notice is updated.

This privacy notice was created in June 2024