Community Hub

The Community Hub brings the Council and partners to connect residents to services, support, and activities in their local area.

The London Borough of Hounslow is committed to protecting and respecting your privacy. Through this Privacy Notice we have sought to be as transparent as possible and fully explain how your personal data is held and processed.

This privacy notice applies to the Community Hubs hosted by Community Solutions and tells you what to expect us to do with your personal information.

If you have any questions about this privacy notice or any concerns about how we process your data, please contact communitysolutions@hounslow.gov.uk or 020 8583 2211. The privacy notice will continue to be monitored and updated. You are advised to check this page from time to time.

What type of information we have?

We currently collect and process the following information via the sign in form(1), triaging form (2), and feedback form(3)

1. We collect and process the following information via the sign in form. This form is completed by those who visit the Community Hub for an activity.

Full name
Postcode
Consent to use your postcode for analysis purposes only

2. In the triage form, we collect and process the following information:

Full name
Address
Postcode
Phone number
Age group
Type of support needed
Additional information that you provide us in the form that is relevant to your needs and/or to your visit to the Community Hub

3. In the feedback form we collect and process the following information. This form is optional for residents to complete upon their exit of the Community Hub:

General feedback on your experience at the Community Hub
Postcode
Full name
Email address
Phone number
Age group
Disability information
Sexual orientation
Sex
Ethnicity

How do we get your information?

The personal information we process is provided to us directly by you for the following reasons:

You have attended the Community Hub and have provided your postcode via the sign in form and/or the feedback form. Postcode information will not be linked to any other information held by us or provided by you in any other form. It will only be used to identify what part of the borough you are from to inform the development of the Hub.
You have attended the Community Hub and provided your contact details via the feedback form so we can contact you with updates on the Community Hub and similar events which may interest you.
You have attended the Community Hub and provided your contact details via the triage form so that we can keep in touch with you to ensure you have received the correct support. In the triage form you have also provided information on the type of support you require.
You have attended the Community Hub and provided information on the extent of your needs and the type of support you require. This information is used to understand your level of need and to allocate you the correct support.
You have attended the Feltham Community Hub at Feltham Library. You provided Citizens Advice Hounslow with personal information and gave Citizens Advice Hounslow permission to pass your details onto us to provide you with support.

If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information.

Our Lawful basis for processing your information

The lawful basis we rely on for processing this information is set out in the Data Protection Act 2018 – the UK’s implementation of the General Data Protection Regulation (GDPR)

If the information you provide us contains special category data, such as health, religious or ethnic information we will need an additional lawful basis set out in Article 9 of the UK GDPR.

Purpose of processing	Types of personal data	Lawful basis
Sending you updates on the Community Hub and other events which may interest you	Name Phone number Email Method of contact preference	Consent
Providing you with support for your needs	Name Information on level of need Address/postcode Contact information	Public task UK GDPR Article 6 (1)(e) Public task - the processing is necessary for us to perform a task in the public interest To the extent that you provide us with Special Category Data, the lawful basis we rely on for processing special category data is: Article 9(2)(g) Substantial public interest – the processing is necessary for reasons of substantial public interest If the Council relies on substantial public interests to process special category data, then we also need to meet one of the 23 conditions set out in paragraphs 6 to 28 of Schedule 1 of the Data Protection Act 2018. The substantial public interest conditions give the Council the basis in UK law for relying on Article 9(2)(g). For this activity, Condition 6 - Statutory and government purposes
To identify equalities groups accessing our service and making the Community Hub more accessible to all groups	Equalities data	The lawful basis we rely on for processing special category data is: Article 9(2)(g) Substantial public interest – the processing is necessary for reasons of substantial public interest If the Council relies on substantial public interests to process special category data, then we also need to meet one of the 23 conditions set out in paragraphs 6 to 28 of Schedule 1 of the Data Protection Act 2018. The substantial public interest conditions give the Council the basis in UK law for relying on Article 9(2)(g). For this activity Condition 8 – Equality of opportunity or treatment
To produce insight and analysis by understanding where hub visitors have come from	Postcode	Consent

You can remove your consent at any time by contacting via email (communitysolutions@hounslow.gov.uk) or telephone (020 8583 2211). We will action your request within 72hrs of receipt. Please note that if you withdraw your consent, we will be unable to continue to support you through the Community Solutions service.

Why we need your information (purposes of processing)

The personal data we collect will be used for the following purposes:

Postcode details are taken to identify which part of the borough you are from as part of the wider insight and analysis that is produced to develop the delivery of the Community Hub
Your contact details are taken during triage solely for the purpose of being able to get in touch with you to provide the support you requested
Your contact details provided in the feedback form are used to provide you with updates related to the Community Hub and other events which may interest you
Information on your needs and the support you require is collected to be able to provide you with support and to check your needs have been met
The Equalities data is taken to improve access to the Community Hub. The Council must collect and analyse data to demonstrate compliance with the Equality Act 2010 Regulations 2011.

Who your information may be shared with (internally and externally)?

We will not be sharing your contact details and this data will remain with the Community Solutions team.

Your name and support needs data may be shared with internal and external teams/organisations depending on the type of support you require. To view other privacy notices for other Hounslow teams, please visit-https://www.hounslow.gov.uk/info/20110/open_data_and_information_requests/1368/privacy_notice which can also be accessed on Hounslow Council’s website under ‘Privacy notice’.

We will not share any Equalities data where we are not legally required to do so or if it is not necessary for us to do so. We will only share information in an aggregate format and anonymised. This means that no one will be able to personally identify you from the data we may share.

We will strive to ensure that any personal data in our care will be kept safe and that where your information is disclosed to the internal teams specified, we will seek to ensure that they have sufficient systems and procedures in place to prevent the loss or damage or unauthorised access of personal data.

How long we keep your information

We will keep all information for a maximum period of 3 years from the date information is collected.

We will keep hold of your contact details for as long as you would like to receive Community Hub notifications. Therefore, we will remove your contact details once you request to stop receiving the notifications.

We will dispose your information in our system in the most secure manner possible when the maximum period of retention has passed or if you have withdrawn consent.

Transfers to third countries

All the information you provide us is held within the UK.

Business Intelligence, Profiling and Analysis

We may analyse your personal information to improve the Community Hub in the following ways:

We may use postcode data you provide to identify which area of Hounslow you are from to identify any gaps in the Community Hub
We may use information you provide us in the triaging form about your support needs to understand the type of support our residents are seeking and for this to inform service planning
We may use information you provide in the optional Equalities Monitoring Section to demonstrate compliance with the Equality Act 2010 (Specific Duties) Regulations 2011 and to also ensure that the Community Hub is accessible to all the different equalities groups
The London Borough of Hounslow Business Intelligence Team may analyse data you provide. You can read the Business Intelligence Privacy Notice at https://www.hounslow.gov.uk/info/20110/open_data_and_information_requests/1368/privacy_notice/2

The council is however committed to using anonymised information as much as is practical, and in many cases, this will be the default position.

Anonymisation is the process of removing identifying particulars or details.

Your data protection rights

The rights available to you depend on our reason for processing your information. For further information about your data protection rights and how to make a request, please see ‘Your rights’.

Your right to make a complaint

The Council tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.

If you want to make a complaint you can contact us on:

Complaints.Team@hounslow.gov.uk

Complaints Team
London Borough of Hounslow
Hounslow House,
7 Bath Road,
TW3 3EB

Data Protection Officer

The Council’s Data Protection Officer can be contacted on:

InformationGovernance@hounslow.gov.uk

Information Governance Team
London Borough of Hounslow
Hounslow House,
7 Bath Road,
TW3 3EB

Information Commissioner’s Office

The Information Commissioner is the UK's independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect, visit the Information Commissioner’s website: https://ico.org.uk/

If you have any concerns regarding any privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow Cheshire
SK9 5AF

Telephone: 0303 123 1113 or 01625 545 745

Email: casework@ico.org.uk

A full list of what information we control and process and for what purposes is set out in our notification with the Information Commissioner's Register of Data Controllers. Our registration number is Z5761176. You can view our registration on the Information Commissioner's website.

Privacy notice