Privacy Notice

How INTRAN use your Personal Information

Date: November 2023

WHAT THIS DOCUMENT IS FOR

This privacy notice provides information on how INTRAN, currently hosted by Norfolk County Council, uses your personal information. By ‘use’ we mean the various ways it may be processed, including storing and sharing the information.

As employees of Norfolk County Council, the INTRAN team will adhere to the data protection practices of Norfolk County Council, to help ensure your information is protected.

This privacy notice relates to the activities controlled and/or processed by the INTRAN service to support members of its Partnership. It does not include your relationship with INTRAN’s framework agreement when booking and using interpreting, translation and related services, for which your practices will be informed by your own organisation and departmental Privacy Notice policies.

WHO WE ARE

INTRAN is a multi-agency public-facing partnership, hosted by Norfolk County Council. INTRAN supports its members to enable them to improve their access to interpreting, translation and related services for service users who are Deaf, hard of hearing, or speak a foreign language and have limited English proficiency.

THE TYPE OF PERSONAL INFORMATION WE COLLECT AND PROCESS

Includes:

  • Personal identifiers, contacts and characteristics (for example, your name, job title, name of your organisation, e-mail address, postal address and telephone numbers), which can be found within records that Norfolk County Council (INTRAN) holds and which may include electronic records, emails, letters, photographs, audio recordings and video recordings.

  • Registration data to enable organisations and staff members to access a secure portal and retain the right to access until no longer necessary.

  • Information regarding usage of interpreting and translation services within an INTRAN framework agreement.

  • Enquiries about the services we provide and any other supplementary information provided at the time of enquiry.

WHO PROVIDES THIS INFORMATION?

Most of the information we process is provided to us directly by you for one of the following reasons:

  • You have enquired about INTRAN services or other purposes related to our activities

  • You have registered on the INTRAN Portal

  • You are an INTRAN member organisation and/or staff member

 We also receive information from service providers commissioned to deliver interpreting, translation and related services to you under the INTRAN framework agreement, for monitoring and reporting purposes. The information is restricted to the name of staff requesting/using the framework agreement but does not include any information about users of their services.

WHAT WE USE YOUR PERSONAL INFORMATION FOR

We use the information you have given us to:

  • Meet contractual responsibilities with our partners, including reporting on their utilisation of INTRAN services and reviewing, managing and enforcing contracts.

  • Process enquiries on our products and services

  • Enable verified access to our portal (when requested by you)

  • Give you access to events and training sessions organised by us

  • Monitor, evidence and evaluate usage and produce relevant reports

  • Analyse data to assess the quality of the service we provide.

  • Deal with feedback and complaints

WHO WE SHARE YOUR PERSONAL DATA WITH

We may share your data with your employer (who are members of INTRAN), when processing information that is controlled by them.

We also share your information with companies that help us do our job. They also must keep your information safe and only use it to help us. For example, we share information with Auth0 who help to make the INTRAN Portal Registrations work.

In other circumstances, we will not disclose any information to third parties without your consent.

HOW THE LAW PROTECTS YOU

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing this information are:

Consent

If you reach out to us for information, advice or services you will have offered consent for us to contact you to process your request. You can withdraw consent and have your information deleted at any time by contacting us however, on such request, we may not be able to provide further assistance in your matter.

Contract

Where we have a contract with you, or your employer, to provide services, we will process your information so we can meet our contractual obligations. Examples include registering on our learning portal or attending an INTRAN training session.

HOW WE STORE YOUR PERSONAL INFORMATION

Your information is securely stored on encrypted servers using industry standard encryption methods.

We do not process your information outside of the UK and the European Economic Area.

HOW LONG WE USE YOUR INFORMATION FOR

The information is retained in accordance with our retention policy. We only keep your information for as long as it is necessary and useful for the purpose for which it was originally collected.

To work out the right retention period for personal data, we consider the following matters:

  • The amount, nature, and sensitivity of the personal data

  • The potential risk of harm from unauthorised use or disclosure of your personal data

  • The purposes for which we process your personal data and whether we can achieve those purposes through other means, and

  • Any legal or regulatory requirements.

 In some circumstances we may anonymise or redact your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.

Once you no longer require services from us, we will securely destroy your personal information in accordance with our data retention schedule.

YOUR RESPONSIBILITY TO INFORM US OF CHANGES

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

You can do this by:

  • Telling us when any of your details change; and

  • Telling us if any of the information we hold on you is wrong.

This information is particularly relevant to registered users of the INTRAN Portal, and staff who act as the officers responsible for championing INTRAN in their organisation.

DATA PROTECTION RIGHTS

Under data protection law, you have rights including:

Your right of access

You have the right to ask us for copies of your personal information.

Your right to rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing

You have the right to object to the processing of your personal information in certain circumstances.

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

Contact us at [email protected] if you wish to make a request.

HOW TO COMPLAIN

If you are unhappy with our advice, or how we have used your data, you can complain to the ICO at https://ico.org.uk/make-a-complaint/, by telephone (0303 123 1113), or in writing to:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

CHANGES TO THIS PRIVACY NOTICE

We may amend this privacy notice at any time, so please review frequently.