The following privacy notice applies to Oxford City Council’s corporate complaints service. There is a seperate privacy notice for our housing complaints service.

We ensure that any personal data we use is treated in a responsible way and in accordance with the current General Data Protection Regulations (GDPR) and the Data Protection Act 2018, whilst holding data about our customers and their families.

This privacy notice works alongside Oxford City Council’s Corporate Privacy Notice.

Why we collect your information

In order to investigate and administer your complaint it is necessary for us to collect and hold personal information about you.

Your information will only be passed on to officers within the relevant service areas who are responsible for handling, investigating or responding to queries regarding your complaint.

What data we collect

The information we collect and sometimes hold about you would include, but is not limited to:

  • Name
  • Address
  • Contact details including email address and telephone numbers
  • The type of service your complaint is about

Sharing your information

Your information may be shared with:

  • Internal service areas
  • External organisations who may deal with your complaint, such as, The Local Government Ombudsman
  • Other external organisations where we are required by law to share your information, such as, safeguarding, there is a risk of harm or emergency situations
  • For audit
  • For statistical analysis

Use of your data

  • We will only use your information within the terms of data protection laws
  • Delete your information securely and only keep it for as long as necessary

The Council will review dates for keeping personal data in the future and if necessary update this privacy notice.

How long we keep hold of data

Your information will be kept safe and confidential and handled with care in accordance with the law.

Download the Records retention schedule.

Security of your personal data

We will maintain the reliability, accuracy, completeness and currency of personal data in our databases and to protect the privacy and security of our databases. We keep your personal data only for as long as reasonably necessary for the purposes for which it was collected.

Our servers and databases are protected by industry standard security technology.

The employees who have access to personal data have been trained to handle such data properly and in accordance with latest regulation.

More information

Contact the Data Protection Officer

Address: Corporate Governance Manager
Oxford City Council
Town Hall
St Aldate's
Oxford, OX1 1BX
United Kingdom

Telephone: 01865 249811

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