We keep our privacy notice under regular review and we will place an updated version on this page. This will help ensure that you are always aware of what information we collect and how we use it.
Unless stated, your personal data is being collected and processed by, or on behalf of, Southampton City Council.
More detailed information about the data processing of the following services can be viewed by visiting the pages below:
If you have any concerns about how the Council is handling your personal data, these can be raised with the Council's Data Protection Officer:
Information Lawyer (Data Protection Officer)
Southampton City Council
What information do we collect about you?
Whilst visiting our site, you may be asked to enter personal data on one of our online forms. 'Personal data' means any information relating to an identified or identifiable natural person.
The information requested will be the minimum necessary in order to provide our services effectively, and may include your name, contact details, and other personal data.
In some cases, we may request sensitive personal data, such as ethnic origin or religious belief, but only when necessary to provide the service requested.
All local authorities have a duty to improve the health of the population they serve. To help with this, we use data and information from a range of sources to understand more about the nature and causes of disease and ill-health in the area. Examples of the data processed for this purpose include births, deaths and hospital activity data. More information can be found on our Public Health privacy page.
Important information about the processing of your personal data
The purpose of the processing will be the service or function for which the information is being collected, and your personal data will not be used for another purpose, unless provided for by law
The Council may share your personal information for the purposes of the prevention, investigation, detection, or prosecution of criminal offences
We will not process your personal data unless it is necessary to do so in order to comply with a legal obligation, perform a public task, or to exercise official authority. Further details of our powers and duties can be found on the Local Government Association's website
In performing the service or function, it may be necessary for us to share some of your personal data with external organisations or internal departments. A list of the types of organisations can be found on our Data Protection Register Entry
We will not transfer your personal data to other countries or international organisations without adequate data protection
Your personal data will only be held for as long as necessary for the performance of the service or function. This period will vary depending on the service or function being performed, and further details can be found in our Records Review and Retention Schedule
You have the right to request access to your personal data being processed by us, and we have online guidance on making a subject access request
You have the right to request the rectification, erasure, or restriction of processing of your personal data. Such requests should be made in writing to the Council’s Data Protection Officer or using the Data Subject Rights Request form
If the processing of your personal data is based on your consent, you have the right to withdraw this at any time. Please note, withdrawal of your consent will not affect the lawfulness of any processing that took place prior to this
Whilst concerns about the processing of your personal data should be raised with our Data Protection Officer in the first instance, you have the right to lodge a complaint with the Information Commissioner’s Office
If we are requesting your personal data, it is because it is necessary and relevant to the service or function being performed. As such, if you withhold information, it is likely that we will not be able to perform the service or function, or there will be a delay in doing so
Your information will be held and transferred securely at all times and we will ensure that nobody has access to it who shouldn't. Where necessary, we will use encryption to ensure the security of your transactions
Communications with the Council (including online transactions) may be subject to monitoring and recording only for purposes permitted by the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000