Privacy notice and cookie policy

What this document is for

This privacy notice provides details on how we, Norfolk County Council, use your personal information for the purposes of providing the ICT Solutions service and this Website.

By 'use' we mean the various ways your personal information may be processed including storing and sharing the information.

There are further details about how our website uses cookies at the bottom of this document.

Further details

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

• Who we are
• How long we use your information for
• Your rights under the UK General Data Protection Regulation (the GDPR) and
• How to exercise them 

You can also ask us for a copy of this information.

What we use your information for

We may use the information about you to:

• Provide a service or product to you (if you purchase one)
• Provide information to you about our products or services (responding to enquiries or if something changes with a service or product you have signed up for)
• Provide information to you relating to any events that we are involved with that you may be interested in attending   
• Provide our website (including the functioning of interactive features)
• Maintain and improve our website (such as security and accessibility updates)    

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.  We may also use information in other ways compatible with the above.  

What personal data we collect and use about you

We will collect and use:

• Information about your use of our site including details of your visits such as pages viewed and the resources that you access. This includes traffic data, location data and other communication data
• Information provided by you when you register for information or make a purchase. This includes information such as contact details, payment details, and any additional notes you provide to us
• Information that you provide when you communicate with us by any means. This includes email, fax, telephone calls and RFA's (requests for assistance) on our website
• Any information your third party IT suppliers (if you have any) provide to us when logging a request on your behalf

Who provides this information

We receive your information from you. Often the driver behind the data that we hold is the information held in your MIS, therefore it is imperative that you keep this up to date with any changes to staff/pupil data.

Who we share your information with

Whilst we do not plan to share your information. Any information which is shared will only be shared on a need-to-know basis, with appropriate individuals. Only the minimum information for the purpose will be shared.

Your personal information may be shared with third parties contracted by the County Council to provide a service to the County Council. These service providers are known as data processors and have a legal obligation under GDPR and to the County Council to look after your information and only use it for providing that service. For example, the County Council has entered into contracts with our IT providers.

How the law protects you and the legal basis for processing your information

We have legal grounds under the GDPR to process this information because it is necessary for us to perform a contract which we have entered into with yourself (contract for the services provided by ICT Solutions and use of this website). 

We process information in the form of cookies with your consent. You can disable/reject cookies by using the cookie management pop-up. Alternatively, you may be able to reject cookies within your internet browser's settings. 

Please note, if you reject or block all cookies, some aspects of the website might not work.

How long will we keep your personal information for:

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

If we need to use your information for research or reports, your information will be anonymised and any information taken from notes (handwritten or typed) during any consultation sessions will be securely destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published. The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely.

How we keep your information

The information is stored electronically, on the County Council's network including records management systems and in paper files. 

Apart from as mentioned below regarding Google Analytics cookies, your personal information is stored on hosted servers in the UK.   

Automated decision making

We do not make automated decisions about you 

Cookies on our website 

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. 

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer's hard drive.

We use the following cookies:

• Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a shopping cart or make use of e-billing services.
• Analytical or performance cookies. These allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
• Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).

Information collected within the Google Analytics cookies may be shared with Google. This information may be sent outside of the UK/EEA, particularly to the USA. We cannot guarantee that your information will have the same level of protection as it would within the UK/EEA. For example, the information may be intercepted by Government Agencies, and your rights over the data may be limited.

You can select which cookies to use via the cookie controller. You may also be able to toggle cookies within your browser settings. Please note, if you disable all cookies this may result in the website not working as expected.

You can find more information about the individual cookies we use and the purposes for which we use them on the cookie controller.

Changes to this notice

We may amend this privacy notice at any time so please review it frequently. The date below will be amended each time this notice is updated.

This notice was created in January 2024.