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Tuesday , April , 24 2018

Carlisle City Council

The Data Protection Act 1998  imposes stringent requirements that any organisation holding personal data must comply with. The legislation states that all processing undertaken must be fair and lawful, accurate and up-to-date, and that the data is adequate, relevant, not excessive and is held for no longer than is necessary. It is also mandatory that appropriate technical measures are taken to prevent unauthorised or unlawful processing or disclosure of data. This includes accidental loss or destruction of, or damage to, personal data.

Personal data can only be processed if at least one 'condition for processing' applies. These conditions are set out in the Act and include consent, a legal obligation or the processing is necessary for the performance of a contract. The rules also introduce "sensitive personal data", which includes any information that details racial or ethnic origin, political affiliations, sexual orientation, religious or other beliefs. This data demands greater protection and one of the following must be true: an individual's explicit consent is required; is a legal requirement; to protect the vital interests of the individual. Where consent is obtained, the individual must be made fully aware of the purposes for which the data is to be used and of any recipients.

Data held in manual or paper form is subject to the Act.

Individuals' rights are enshrined in provisions to enable anyone to see a full description of the data held about him, on payment of a fee. This information has to be altered if it is inaccurate or likely to cause damage or distress (subject to an exemption).

Individuals can also request details of how automatic decision-making processes operate. This can impact on the use of data for direct marketing, either by mail or telephone. Compensation can be claimed for damage caused by breach of the Act.

Data Protection Policy

Carlisle City Council's Data Protection Policy is based on the Data Protection Act 1998. It should be read in conjunction with the Appendices and the Definitions Section, which contain details of some of the terms used throughout this policy. The policy document is maintained by the Council's Information Officer.

  • Definitions
  • Statement of intent
  • Fair and lawful processing
  • Consent
  • Security measures
  • Transfers overseas

More information on these definitions are available in the FAQ below, If you have any queries regarding the City Council's Data Protection Policy, please contact:

Information Officer
Civic Centre

Tel: 01228 817165
E-mail: [email protected]

  Data Protection - FAQ


Data Subject

Any living individual about whom data is processed.

Personal Data
Personal data means data which relates to a living individual who can be identified from that data or from that data and other information which is in the possession of, or likely to come into the possession of The Council. For example data relating to employees, tenants, suppliers, debtors, creditors, customers, clients, business contacts, etc, these individuals (and partnerships) are referred to as 'data subjects'.

Sensitive Personal Data

Sensitive personal data is a category for data introduced in the Data Protection Act 1998. It refers to information relating to the racial or ethnic origin of the data subject, his political opinions, religious beliefs, trade union membership, sexual life, physical or mental health or condition, or criminal offences or record.


Processing in relation to data (or information) means virtually any use that can be made of the data, from collecting the data, using it, storing it, and destroying it. It is difficult to envisage any action involving data, which does not amount to processing within this definition.

Manual Data

Manual Data covered by the Data Protection Act 1998 is any non-automated information system (paper files, card index, Rolodex, non-automated microfiche) or 'relevant filing system' referring to data subjects. Filing systems are structured, either by reference or by criteria relating to individuals, in such a way that specific information relating to particular data subjects is readily accessible.

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