HAF Plus App

Privacy Notice

June 2024

Introduction

This Privacy Notice sets out how Nebula Labs collects, uses and protects any personal data of our customers, as well as your rights in respect of such personal data.

Nebula Labs is committed to ensuring your privacy is protected. Information by which you may be identified will only be used in accordance with this Privacy Notice.

Nebula Labs must have a valid lawful basis in order to process personal data.

Nebula Labs may update this Privacy Notice from time to time and will publish an up to date copy of the Privacy Notice by the appropriate means. This Notice is effective from November 2019.

Who we are and what we do
Nebula Labs is a data controller under the Data Protection Act. We collect personal information to provide services and to meet our statutory obligations. This could be when you apply for or receive our services, live in or visit the borough, use our website or conduct business with us.

Nebula Labs commits to protecting and respecting your privacy. This Privacy Notice explains the following:

when and how we collect personal data
what type of information is collected about you
why we need your information
who your information may be shared with
how we process and use your personal information
how we hold and keep personal information secure
your rights in line with personal data protection regulations
Each service that we provide or you engage with also has its own Privacy Notice. These explain in detail how services use your information and the legal basis for this use.

We may change this Privacy Notice from time to time. Please keep checking this page to ensure that you're happy with any changes.

Please send your questions about our privacy practices by email to:

DPO@nebulalabs.co.uk

What type of information is collected about you
We collects various types of your personal data. This depends on the services you receive and your contact with us. Information collected can include:

business activities
contact details, including name, address, email address, telephone number
date of birth
employment details (when you apply for jobs)
financial details for purposes of receiving or making payments
housing information relating to your council tenancy
information about your family
IP address and information about what pages you access and when
licences or permits held
lifestyle, social and personal circumstances
national identifiers such as NHS number and NI numbers
proof of identity
services you receive
visual images, personal appearance and behaviour
We may also collect sensitive personal data that may include:

criminal offences, proceedings, outcomes and sentences
gender and sexual orientation
offences (including alleged offences)
physical or mental health details
political affiliation and opinions
racial or ethnic origin
religious or other beliefs of a similar nature
trade union membership
We may also record and monitor calls to our contact centre for quality and training purposes.

Cookies
We use cookies to collect information about website usage.

You can see more information on how we collection web usage information on our cookies page.

Why we need your information
We need personal information for council services you apply for or agree to receive. In the case of some services, we have to use this information to meet our statutory obligations. We will only collect personal data when necessary. This collecting will conform with Data Protection legislation and our other statutory obligations.

We process your information for the following services and purposes:

adults and children's social care services
analysing council performance and service improvement and development
bins, recycling and waste collection
births, marriages and deaths
blue badges
building control applications
business rates
Council Tax
crime and public safety
employment
health and wellbeing
housing benefits
information requests under Freedom of Information legislation, the Environmental Information Regulations, the General Data Protection Regulation and Data Protection Act
landlord licensing
licensing
parking permits
planning applications
school admissions and education services
social housing needs
voting and elections
youth services
We also may use your information for the purposes of protecting council assets such as equipment, buildings or staff.

The lawful basis for the collection of personal information can be found in the service specific privacy notice. Most processing carried out for the purposes of our functions such as business administration or service development is processed on the basis of legitimate interest.

Who your information may be shared with
We have statutory obligations to collect, process and share personal or sensitive information. We can send information without consent to the following partners:

central government, including DWP, HMRC, Home Office, Department of Education, Department of Health
Disclosure and Barring Service
housing associations
HM Courts and Tribunals Service
law enforcement agencies, including the Police and Crown Prosecution Service
NHS (GPs, Hospital, Mental Health, ICBs)
Office for National Statistics
other councils
schools
voluntary sector
We send this information for the following purposes:

assessment of any tax or duty
collection of debt
criminal or civil prosecution of offender
delivering national government programmes and initiatives such as the Troubled Families programme
health and wellbeing and public health
improving services we deliver, or providing the services you agreed to receive
national security
prevention and detection of crime
prevention of fraud
protection, administration and management of public funds and public grant schemes
protecting you or other individuals from serious harm
public safety and law enforcement
safeguarding of vulnerable adults and children
supporting the national fraud initiative
when required to do so by any court of law
We will do so where there is a lawful basis under the conditions set out in Data Protection legislation.

We also share your information with third-party service providers working on our behalf. These include data processors such as IT specialists, software and communications providers.

We only disclose personal information to third-party providers if necessary to service delivery. Our contracts ensure they keep your information secure and do not use it for any other purposes. This conforms to the Data Protection Act 2018 and General Data Protection Regulation (UK GDPR).

We never disclose personal information to third parties for marketing purposes without permission.

How we process and use your personal information
Business intelligence
We may analyse personal information to improve services and for the following purposes:

analysing our performance at delivering services to you
analysing our service costs, to ensure better and more efficient use of public funds
evaluating the health of Gateshead's population and so protecting and improving public health
understanding what we can do for you and informing you of other relevant services and benefits
understanding your needs and planning services accordingly
undertaking statutory functions efficiently and effectively
Nebula Labs commits to use pseudonymised or anonymised information where practical. In most cases this is the default position.

Pseudonymisation replaces fields within personal data with one or more artificial identifiers. There can be a pseudonym for a collection of replaced fields or one per replaced field.

Anonymisation removes details (especially from medical test results) for statistical or other purposes.