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Legal Services Privacy Notice

Fair Processing Notice  - Managing Your Personal Data 

Carlisle City Council is committed to protecting and respecting your privacy in terms of how we collect, use, store and destroy your personal information. 
We are the data controller of the personal information we will collect from you and under the General Data Protection Regulation, this fair processing notice is designed to provide you with all the information you have a right to be provided with

Why are we collecting your personal information?

We need to process personal information to exercise and fulfil the legal obligations and rights of the Council. This includes bringing or defending any legal claims, actions or prosecutions against an individual for the Council. It also includes preparation of legal documents necessary to enable the Council to perform its functions. 
With respect of the above purposes, we may need to process information relating to developers, landowners, parties to contracts, partners and contractors, defendants and their associates, witnesses, victims and solicitors

What allows us to collect your personal information?

Under data protection legislation, we are permitted to use your information because one or more of the following lawful bases for processing applies: 

  • the processing is necessary for the council to meet its legal obligations;
  • the processing relates to powers invested in the Council in relation to its statutory duties;
  • the processing is necessary for a contract we have with you, or because you have asked the Council to take specific steps before entering into a contract with us; or
  • it is in our legitimate interests. In this case the council has a legitimate interest in building a case to enforce regulatory law in the public interest, defend itself in the course of litigation or to reclaim possession of council property or assets

What personal information will we collect?

We may need to process some or all of the following categories of personal information as well as other categories relevant to the particular case you are involved in:

  • name;
  • contact details;
  • age;
  • National Insurance number and proof of identity;
  • photos and CCTV footage;
  • criminal convictions; or
  •  medical information

What will we do with your personal information?

We will share your personal information as necessary with internal departments of the Council or another local authority instructing us. We may also share personal information with the below listed third parties as necessary. This list is not exhaustive and there may be other third parties that we need to share your personal information with in order to fulfil the legal obligations and rights of the Council.

  • Our professional advisors such as lawyers;
  • Professional indemnity or other relevant insurers;
  • Governmental or regulatory authorities;
  • Other district, county and unitary local authorities, parish councils and neighbourhood groups;
  • Police and other enforcement agencies;
  • Medical services such as GPs and hospitals;
  • HM Land Registry;
  • Social Services; or
  • Third parties engaged in the course of the legal services we provide including external solicitors, counsel, arbitrators, mediators, clerks, witnesses, court officials, experts, opposing parties and their lawyers 

How long will we keep your personal information?

The council will keep your personal information for as long as it is necessary for the purposes stated and in accordance with its retention schedules. This will be governed by both legal requirements and operational needs. 

Your rights are:

  • To be informed
  • To access your personal information
  • To have inaccurate personal information rectified
  • To have personal information erased
  • To restrict processing of your personal information
  • To obtain and reuse your personal information for your own purpose
  • To object to the processing of your personal information
  • To not be subject to decisions based solely on automated means, including profiling

Right to lodge a complaint with the UK Information Commissioner’s Office (ICO)

Should you be unhappy with the way Carlisle City Council has handled your personal information, we encourage you to let us know so that we can look into this for you and provide a response.

Should you then wish to lodge a complaint with ICO you can contact them at:


Address: Information Commissioner’s Officer, Wycliffe House,

Water Lane, Wilmslow, Cheshire, SK9 5AF

Email: [email protected]

Telephone: 0303 123 1113

Carlisle City Council can be contacted at:

Carlisle City Council’s Data Protection Officer can be contacted at:

Address: Civic Centre, Carlisle,

Cumbria, CA3 8QG

Email: [email protected]

Telephone: 01228 817200

Address: Civic Centre, Carlisle,

Cumbria, CA3 8QG

Email: [email protected]

Telephone: 01228 817200

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