Privacy, disclaimer and modern slavery statement

ELS is the in-house legal service of Essex County Council.  Essex Legal Services Limited is a company controlled by Essex County Council, registered in England and Wales under Company Number 07094589. In this Privacy Policy, Disclaimer and Modern Slavery Statement we refer to both ELS and Essex Legal Services Limited as “ELS”.

Privacy Policy

ELS are committed to protecting your privacy when you use our services.

The Privacy Notice below explains how we use information collected through your use of this website and our services about you and the ways in which we protect your privacy.

By accessing or using the website, you agree to be bound by this Privacy Policy.

 

What is Personal Data?

Personal data means any information relating to an identified or identifiable individual who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, ID number, location data, online identifier, or one or more factors such as physical, physiological, genetic, mental, economic, cultural or social identity.

 

What Level of Personal Data is used?

Where necessary, ELS processes personal data to deliver our services effectively.  Where possible, the data that we process will be anonymised or pseudonymised. 

 

Why we use personal information?

We may need to use some information about you to:

  • provide you with information and materials about our services;
  • help investigate any worries or complaints you have about your services; and
  • check the quality of services.

Where you instruct us to provide legal advice, our accompanying Terms of Business will set out how we use that data.

                                 

How can you access the information we hold about you?

You have a right to request all the information we hold about you. When we receive a request from you in writing, we must normally give you access to everything we have recorded about you. However, there may be some circumstances where we must withhold data, e.g. when that data relates to another individual who has not consented to its disclosure. 

You are entitled to access paper and electronic records. If you cannot ask for your records in writing, we will make sure there are other ways you can apply.

 

How to have data corrected or erased

You have the right to ask us to correct inaccurate data we hold about you. 

Please complete the online form to inform us of any inaccuracies.

 

There may be some limited circumstances where we are required by law to retain the information, and if this is the case we will tell you this.

You also have the right to request that Essex County Council stop processing your personal data in relation to any council service. However, if this request is approved this may cause delays or prevent us delivering a service to you. Where possible we will seek to comply with your request but we may need to hold or process information in connection with one or more Essex County Council’s legal functions.  In some limited circumstances we cannot cease processing your information, e.g. where it is required by law.

 

How do we use automated decision making or profiling?

ELS specialises in 5 sectors which include local authorities, education, health and social care, emergency services and charities. We arrange our promotion campaigns and our contact lists by these sectors.

 

How do we keep information secure?

We take appropriate steps to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.  Our security includes:

  • Encryption
  • Pseudonymisation
  • Access controls on systems
  • Training for our staff
  • Security training for all staf

You can find more details of our Information Security within our general description of security measures.

 

How long do we keep your personal information?

Please see our retention schedule which explains the retention period for all information held by ELS and Essex County Council.

Please see the retention schedule 

Where you instruct us to provide legal advice, our accompanying Terms of Business will set out our retention policy.

 

How do we use promotional E-mails?

ELS uses a system called GovDelivery to deliver all promotional e-mails, legal updates, events and training. At the bottom of the e-mail recipients can change their personal setting or opt to withdraw from future communications.

 

Who will we share your personal information with?  

We use a number of commercial companies and partners to either store personal information or to manage it on our behalf. Where we have these arrangements there is always a contract, memorandum of understanding or information sharing protocol in place to ensure that the organisation complies with data protection law.

Arrangements involving sensitive personal data will have been formally assessed in more detail for their compliance with the law.
Sometimes we have a legal duty to give information about people. This is often because we must give that information to courts, including:

  • when we take a child into care;
  • court orders; and
  • cases under mental health law.

We may also share your personal information when we feel there is a good reason that is more important than protecting your confidentiality. This does not happen often, but we may share your information:

  • for the detection and prevention of crime/fraudulent activity; or
  • 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 some cases, the law allow us to share your information without your permission if we believe that someone is at risk.

 

What do we collect?

 

Website enquiries, Information collected:

  • Name
  • Contact details

Purpose for processing:

  • Service delivery
  • Service planning/improvement
  • Prevention and detection of crime/fraud
  • Provision of legal updates

This information is collected to allow us to respond to your queries and will not be shared with other parties unless we have a legal obligation or your consent to do so.

 

Email subscription, Information collected:

  • Email address

Purpose for processing:

  • Service delivery
  • Service planning/improvement, prevention and detection of crime/fraud
  • Provision of legal updates

This information is collected so that we can keep you up to date with ELS news. Our email subscription is handled by GovDelivery and will not be shared with other parties unless we have a legal obligation to do so.

 

What are cookies?

 

Cookies are small text files which are stored to your computer by your web-browser with your agreement.  A typical example of how a cookie is used is to store a user ID to make logging into a site, or ordering something much quicker for the user.

Nearly every site on the internet uses Cookies. They are used for a variety of purposes:

  • To personalise pages and remember visitor preferences
  • To analyse visitor behaviour (known as ‘analytics’)
  • To manage items added to shopping cars in online stores
  • To track people across websites and deliver targeted advertising

Visitors to our website

We use Google Analytics to collect data on the number of hits to our website and the number of visitors to various parts of the site.  This information is used for statistical purposes and is not shared with third parties.

Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit: www.allaboutcookies.org

To opt out of being tracked by Google Analytics across all websites visit: http://tools.google.com/dpage/gaoptout

 

How to register concerns?

If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:

 

Data Protection Officer,

Information Governance Team,

Essex County Council,

County Hall, Market Road,

Chelmsford,

Essex,

CM11QH

E: dpo@essex.gov.uk

0333 013 9824

 

If you still have concerns following our response you have the right to raise the matter with the Information Commissioner's Office:

 

Information Commissioner's Office,

Wycliffe House,

Water Lane,

Wilmslow,

Cheshire,

SK9 5AF

Online Form: ​https://ico.org.uk/concerns/handling/

T: 0303 123 1113

 

Our use of your data will be subject to the following legal rights:

  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data

Link to other websites

We use videos from YouTube and link to other websites such as Twitter and LinkedIn. These third party websites place cookies on your device when watching or viewing these pages.

Below are links to their cookie policies:

Maps

Google maps can be found at the bottom of all pages of this site showing the location of our offices. You will also find a link to Chelmsford City Council website Car Parks map.  

 

3rd party softwhere 

We may also use Data Processors to support these activities, for example by providing the systems we need or delivering services on our behalf.  These include:

 

Visual Files (LexisNexis) provide our case management system supporting our legal services

DictateNow also supports our legal services

 

Essex County Council Slavery and Human Trafficking Statement

​Click here for the Slavery and Human Trafficking Statement

 

Disclaimer

It is not possible to guarantee the accuracy or completeness of the information on the ELS website.  The information on the website is of general interest about current legal issues and is not intended to apply to specific circumstances.  It should not, therefore, be regarded as constituting legal advice.  We accept no liability for any information or any loss or damage arising from the use of, or reliance on, information obtained from this website.  The ELS website links you to the Essex County Council website and ELS is not responsible for the content or availability of this site.

 

Changes to this privacy notice

We review our privacy notice regularly.  Last review:  December 2018

Contact Us

To find out how we can help you and your organisation, please get in touch by phone or email, or visit us at our Chelmsford office.

 

ELS is the inhouse service of Essex County Council.  Essex Legal Services Limited is the trading vehicle of ELS

For general legal requests and advice on new matters our Duty Advice Service (available to subscribers only) operates between 9.00am and 5.15pm. contact us on : 0333 013 9993.  Or if you want to subscribe please call: 0333 013 2305.

 

ELS, Seax House, Victoria Road South, Chelmsford, Essex, CM1 1QH
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