Disclaimer and Directory Privacy Notice
On this page:
Disclaimer
Southampton City Council’s website forms one part of our public provision of information and interactive services. The website or pages within should not be regarded as the complete service offered by the council.
This privacy policy applies solely to the Southampton City Council website. If you visit one of the linked sites, our policy no longer applies and we strongly recommend that you check the site’s own privacy policy.
While very effort is made to keep our website information accurate and up to date, Southampton City Council cannot accept responsibility for any errors or omissions or liability for any inconvenience, loss or damage, however arising, from the use of, or reliance on this information.
Where Southampton City Council cannot offer the information required directly, we will usually link the visitor to a site that can. Whilst we endeavour to ensure that linked sites are accurate and reliable, we cannot accept any liability for the accuracy or content of these sites. A link listing should not be taken as endorsement of any kind and the council does not necessarily endorse the views expressed within the linked site. We have no control over the servers delivering linked pages and therefore cannot guarantee availability.
If you have any queries or doubts regarding the content, products, services or privacy practices of other websites you should contact those sites direct.
Our directory of support services
We have a directory of support services which is a free and impartial service provided by Southampton City Council in partnership with the NHS and CCG. Information contained within the directory is available for the purposes of identifying services and provision that are available to citizens who live in Southampton and neighbouring authorities.
This information does not represent a recommendation or an endorsement of a Service or Provider and any links to external websites are provided for your convenience. The inclusion of any link does not imply recommendation, endorsement or approval of the site, its operator or the content. Neither Southampton City Council nor its partners make any representations or warranties as to the accuracy of the information provided on this site.
Anyone seeking to use or access a service or provision is responsible for undertaking their own checks to determine the suitability and fitness for purpose of that service and provision. Some providers will be registered and inspected by external agencies, such as Ofsted or the Care Quality Commission. Anyone working with vulnerable adults, children and young people will be required to have appropriate Disclosure and Barring Service Check, safeguarding policies and insurance in place, which they should make available to you on request.
By using this directory you agree that you will bear any and all risk of reliance on the accuracy, validity or legitimacy of such content. Under no circumstances will Southampton City Council be liable in any way to you or any third party for any content, including, but not limited to, any errors, omissions or inaccuracy in any content or any loss or damage of any kind incurred as a result of the use or reliance on any of the content posted or otherwise transmitted to this directory.
Southampton City Council – Directory Privacy Notice
Southampton City Council (SCC) collects, processes and stores personal information about you in order to provide this service. This privacy notice tells you what to expect when SCC collects personal information about you.
This notice should be read in conjunction with our global privacy notice and when appropriate, we will provide a “just in time” notice to cover any additional processing activities not mentioned in this notice.
In this notice
- How we get your information
- What personal data we process and why
- Lawful basis for processing your personal data
- How long we keep your personal data
- Data sharing
- Do we use any data processors
- Transfers of personal data
- Further information
How we get your information
We get information about you from the following sources:
- Directly from you, if you are a suggestion author
- From individuals who submit changes to the directory entry for your service, if you are a contact or record administrator
- From your line manager or other appropriate member of staff, if you are an Umbraco user
What personal data we process and why
The information we process about you will fall within the following categories:
- Personal details, including any information that identifies the data subject and their personal characteristics
- Goods or services provided and related information
If you submit a suggestion using our online form for a change to a directory entry, or a new directory entry, we describe you as a “suggestion author”. For suggestion authors, the data we process is as follows:
- Author name
- Author email address
We use your email address to email you after your suggestion submission and verify that you have access to the email address you have provided. We also use it to email you the outcome of your suggestion, as well as to ask you any clarifying questions required to moderate your suggestion. We use your name to address you in these emails and to understand whether you are already named as a contact in the directory entry.
If you are a “record administrator” of a directory entry, your data is not visible on the public-facing part of the directory entry. The data we process for this role is as follows:
- Email address
We use your email address to contact you by email about your directory entry. For instance, we will let you know about any changes to your directory entry and to remind you to check that the information is up to date.
If your details are listed as a “contact” in the public-facing part of a directory entry, the data we process is as follows:
- Name
- Title
- Department
- Phone number
- Email address
We use this data as part of our public-facing directory entries to provide information about relevant services and provision that are available to citizens who live in Southampton and neighbouring authorities.
If you are an SCC member of staff or a commissioned provider who requires access to the back end of the directory as part of their role, you are an “Umbraco user”. The data we process is as follows:
- Name
- Email address
We use this data to give you access to the Umbraco content management system which is used to moderate the directory and/or view directory information relevant to your role.
Lawful basis for processing your personal data
Depending on the service, we rely on the following lawful basis for processing your personal data under the UK GDPR:
- Article 6(1)(e) for the performance of our public task.
How long we keep your personal data
In accordance with our retention schedule, we keep our records in respect of this service for one year in most cases.
Suggestion authors: Data provided in suggestions for directory changes is kept for one year in cases where you, the author, verify your email address after submitting the suggestion online. If you do not verify your email address, the data provided in the suggestion is deleted after 30 days.
Record administrators and contacts: Data will be kept until we are asked to delete or change it, or the directory entry itself is deleted. For record administrators this is to support the directory’s moderation processes such as notifying the record administrator when their entry has been updated or is due for review. For contacts this is because the contact information forms part of the relevant service’s directory information and allows directory users to contact the service if needed. Change requests will occur as soon as our moderation team can process the request, usually within two working days.
Umbraco users: Data is kept for the duration of the individual’s role requiring them to have administration access to the directory.
Data Sharing
In performing this service, it may be necessary for us to share some of your personal data with external organisations or internal departments. We may share information with the following types of organisations:
- Commissioned Providers that moderate a specific group of directory entries as part of their services which have been commissioned by SCC
- Corporate Suppliers that provide technical support or online hosting for the directory
In some circumstances, such as under a court order, we are legally obliged to share information, and we may also share information with the Police and other enforcement agencies for the purposes of the prevention, investigation, detection, or prosecution of criminal offences.
We may also share information internally, in order to verify or confirm your personal details, to ensure our records are accurate and up-to-date. Data held by this service will only be used by other internal departments or services when we are satisfied there is a lawful basis for doing so, and that is it fair.
Do we use any data processors?
Data processors are third parties who provide certain parts of our services for us. We have contracts in place with them and they cannot do anything with your personal information unless we have instructed them to do so. Our current data processors for this service are listed below.
| Data Processor | Purpose | Privacy Notice |
|---|---|---|
| Etch | To provide technical support for the directory. |
Data sharing with Etch is governed by a signed Statement of Work in place between SCC and Etch, as well as a privacy policy provided at the same time. These are accompanied by: |
| Microsoft | To supply the online hosting services for the directory. These services are resold to us by Etch. |
Data sharing with Microsoft is governed by their Customer Agreement and its incorporated terms which include the below terms and addendums: |
Transfers of personal data
No data is transferred overseas as part of this service.
Automated Decision Making
No automated decision making takes place as part of this service.
Further Information
Information is provided below on how to contact us to amend or delete your data, or how to contact us with any other queries.
If you are a directory contact or record administrator, you can quickly and easily ask us to amend or delete your data by using our online directory suggestion form. Please see how to edit your directory listing for a step by step guide and also refer to the following information:
- Contacts: use ‘Something is incorrect’ on the suggestion form and then change or remove the information in the ‘Address and contact details’ section
- Record administrators: use ‘Something else’ on the suggestion form and provide instructions on what should be changed or deleted
In addition, anyone whose personal data we process in relation to the directory can contact us to amend or delete their data by emailing directory@southampton.gov.uk with the relevant information. You can also use this email address to contact us with any other queries.
