Smoke alarms

Your information – privacy notice

South Yorkshire Fire & Rescue (SYFR) is committed to protecting your personal data and privacy. We recognise that ensuring the accuracy and security of your personal data is essential to retaining your confidence and trust. The information you provide to us will only be used for the purposes that you provide it for and will never be used for third party marketing.

To ensure fairness and transparency, when we collect your personal data we will tell you what your information will be used for and who it will be shared with.

Note:  In emergency situations we will need to deal with the emergency and so will not be able to tell you about any data handling at the time. For further information, please see ‘999 Calls and Emergency Incidents’ under the ‘How we use your information’ section.

We will tell you why we need your personal data by including a privacy statement on our data collection forms.  In areas where we use Closed Circuit Television (CCTV) we provide signs to inform you that we are using this equipment.

We take our data protection responsibilities extremely seriously and understand how valuable your personal data is. Any personal information you give to us will be processed in accordance with the General Data Protection Regulation (GDPR).

Why we collect your personal data

As a Fire and Rescue Service we deliver a number of services that, by law, require us to acquire and process personal data:

We collect your personal information to allow us to carry out various business functions such as:

  • responding to 999 calls and incidents;
  • investigating the cause of fires;
  • completing Home Safety Checks (HSCs);
  • completing Safe and Well visits;
  • delivering and managing education/engagement/training programmes for young people;
  • recruiting new staff;
  • employment purposes and providing staff development;
  • completing Fire Safety Audits.

In addition, we collect information when you complete and submit:

  • complaints and compliments;
  • freedom of information requests; and
  • subject access requests.

We may also collect personal information you give to us when enquiring about our services in person, via email, or on the telephone. An oral or written privacy notice will be given as appropriate to ensure openness and transparency.

We operate CCTV on our fire engines and premises, and these capture and store images. Where we use CCTV we provide signs to inform you that we are using it.

How we use your information

How we use your information depends on which of our services you have used. We have to hold the details of people who have requested a ‘service’ from us in order to provide them with that service and for other closely related purposes.

For example we may use your information to:

  • investigate fires and incidents;
  • offer relevant safety services such as Home Safety Checks and Fire Safety Audits;
  • help you to contact other services such as health agencies, social care, the police, your local council and other voluntary organisations;
  • deliver and manage education/engagement/training programmes for young people;
  • manage your application through the recruitment and selection process;
  • manage your employment;
  • respond to your enquiry.

We will:

  • only use the information we hold about you for the purpose you provided it; and
  • only collect the minimum information necessary to fulfil that purpose.

How we use the information gathered from you

  • 999 Calls and Incidents

SYFR Privacy Notice – 999 Calls and Emergency Incidents

  • CCTV

Please see Privacy Notice – CCTV (currently under development)

  • Creditors and Debtors

Please see Privacy Notice – Creditors and Debtors (currently under development)

  • Fire Investigations

Please see Privacy Notice – Fire Investigations (currently under development)

  • Home Safety Checks (HSCs)/Safe and Well Visits

SYFR Privacy Notice- Home Safety Checks (HSCs) / Safe and Well

  • Pensions

Please see Privacy Notice – Pensions (South Yorkshire Local Pensions Board)

Please see Privacy Notice – Pensions (West Yorkshire Pensions Fund)

  • Photographs and Videos

Please see Privacy Notice – Photographs and Videos (currently under development)

  • Recruitment:

Please see Privacy Notice – Recruitment (currently under development)

  • Staff

Please see Privacy Notice – Staff (currently under development)

  • Technical Fire Safety and Site Specific Risk Information

Please see Privacy Notice – Technical Fire Safety and Site Specific Risk Information (currently under development)

  • Website and Social Media

Please see Privacy Notice – Website and Social Media (currently under development)

Sharing your information

To deliver a fire and rescue service and meet our responsibility to promote social wellbeing and safeguard the communities we serve, we often need to work with partners. To ensure you receive relevant services we may need to share your personal and special category information with other authorities and partners such as:

  • Community organisations;
  • Health Service;
  • Local councils;
  • South Yorkshire Police;
  • Voluntary services;
  • Yorkshire Ambulance Service.

This list provides examples only; there may be other organisations we need to share your information with.

The exception to this is when we are required by law to pass on information; this is explained in the ‘Situations where your consent is not required’ section. Further information on Data Sharing can be found on our ‘Data sharing and protection’ page.

Situations where your consent is not required

In almost all cases, we will make you aware if your information is intended to be shared. We can share without asking you or without your agreement:

  • if we have a legal duty or power to share information with other statutory bodies from statute or from common law when the public good is thought to be of greater importance than personal confidentiality;
  • for the detection, prevention and prosecution of crime or the apprehension of offenders;
  • if there is a public interest that outweighs the duty of confidence to the individual (e.g. health and safety);
  • if there is a risk of death or serious harm;
  • in the substantial interest of an individual’s health;
  • in the vital interests of an individual concerned.

We will make sure that we record the information we share and the reason for doing so.

Where possible your information will be anonymised to remove as much detail as possible leaving only key elements to enable us and our partners to target resources to you and it will be transferred in a secure manner.

There are some situations where we are required by law to provide information to other organisations; in these situations your consent is not necessary.  Examples of these organisations include:

  • Central government;
  • Auditors;
  • Suppliers employed to process our data;
  • Other crime and disorder partners.

Where possible, this information is made anonymous to protect your privacy.  The exceptions to this include:

  • Information provided to crime agencies relating to prevention and detection of crime;
  • Information which is necessary to prevent serious risk to individuals;
  • Information which is necessary for auditors to meet the required function;
  • Information which is necessary for auditing and administering public funds. This is for preventing and detecting fraud. You can obtain further information on our ‘National Fraud Initiative’ page.
  • Our duty under the Children’s Act 2004;
  • Provision of data to organisations that process data on our behalf; an example of this includes our pension provider South Yorkshire Pension Fund (SYPF).

Information provided to us

NHS Exeter Health Data

Following work by the Chief Fire Officers Association (CFOA) with NHS England, all English Fire and Rescue Services (FRS) now have access to data that enables SYFR to identify the over 65s and target vulnerable households in order to deliver vital Home Safety Checks (HSCs), which has had a dramatic effect in reducing deaths and injuries in fires.

Fair Processing Notice:

NHS England, the Royal College General Practitioners and Fire and Rescue Services (FRS) in England work together to ensure preventative resources are offered to those who may benefit most.  This is achieved by referrals and the sharing of information (where relevant, appropriate and necessary) to allow fire service personnel to undertake Safe and Well visits.

If you require more information about how NHS England use and share your information, please click on the following link https://www.england.nhs.uk/contact-us/privacy-notice/your-information/.

Research has shown that those at high risk from fire death and injury are most likely to impact on a range of NHS services.  Safe and Well visits are developed between local health practitioners and FRSs to meet local health-risk priorities.  They therefore represent an intervention which can improve people’s quality of life while reducing demand on critical services.

The majority of fire deaths in the UK occur amongst the elderly population. However, older people are most vulnerable to fire and a number of other risks.  A Safe and Well visit from the FRS is proven to make them safer and can reduce risk significantly across a range of factors.

In one area of the United Kingdom where this work has been piloted since 2007, there has been a very significant reduction in fire deaths and injuries which developed into a current trend well below the national average.  So we know this work can save many lives.

The FRS and NHS will continue to work together in the future to ensure the visits undertaken by the FRS are effective in helping to make people ‘safe and well’.

Security of your information

Information collected and held electronically, is securely stored on databases located on SYFR’s network and access is given on a role requirement basis. We also take appropriate steps to make sure we hold paper records in a secure way, and will only make them available to those who have a right to see them.

We have an Information Security Policy that staff adhere to and all staff also receive annual data protection training.

We also have the necessary controls in place with external organisations that process data on our behalf or provide IT expertise surrounding our systems, to ensure that the organisation complies with the UK data protection legislation and the GDPR.

Information Rights

Requesting access to personal information

The GDPR gives you a number of rights relating to your data.  These rights include being able to request a copy of the information we hold about you.

If required, SYFR should also tell you why we are holding the information, who it could be disclosed to and how long the information will be kept.

Requesting correction of inaccurate information or erasure of information

You should let us know if you disagree with something written on your record.  We may not always be able to change or remove the information.  However, we will correct factual inaccuracies and may include your comments in the record.

If you want to request corrections go to the ‘How to contact us’ section for correspondence details.

You have a right to request that SYFR stop processing your personal data. Where possible we will seek to comply with your request but we may need to hold or process information in connection with one or more of the Service’s functions. You would be informed of the outcome to your request and the rationale behind the decision.

If you wish to exercise these rights please complete the Application Form for the Data Subject carefully, providing as much detail as possible to narrow the search and locate the precise information you require.

To ensure that personal data does not fall into the wrong hands SYFR needs to be satisfied with the identity of the requester. Consequently you are asked to provide evidence of your identity and address by supplying a full valid driving licence, or a birth certificate, or a full valid current passport and a gas, electricity, water or telephone bill in your name for the last quarter.

Completed forms (together with proof of identification) should be returned to:

Data Protection Officer

South Yorkshire Fire & Rescue

Command Headquarters

197 Eyre Street Sheffield

S1 3FG.

A response will be provided within one month of receipt of the request.

How long do we keep your data for?

We will retain your information for as long as is required to meet the purpose of collection or as long as the law requires.  Information on retention periods can be found in our Retention Schedule.

You have a right to request that SYFR stop processing your personal data.  Where possible we will seek to comply with your request but we may need to hold or process information in connection with one or more of the Service’s functions. You would be informed of the outcome to your request and the rationale behind the decision.

Visitors to our website

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.

Further information can be found on our ‘Use of Cookies’ page

Changes to our Privacy Notice

From time to time, we may use visitor information for new, unanticipated uses not previously disclosed in our privacy notice. SYFR will update this policy from time to time. To keep up-to-date with SYFR’s policy, please check this page periodically.

Contact details for our Data Protection Officer

Helen Hartland

0114 253 2456

hhartland@syfire.gov.uk

How to contact us

If you:

  • Wish to correct or update the personal information that you have provided to us;
  • Choose to opt out of any communications that you may have agreed to receive;
  • Have any comments or requests relating to the use of your personal data;
  • Have any comments about this privacy statement.

Please contact us by:

  • Email at dataprotection@syfire.gov.uk;
  • Telephone us on 0114 253 2456;
  • Write to us at:

Data Protection Officer

South Yorkshire Fire & Rescue Service
197 Eyre Street
Sheffield
S1 3FG

You can find out more about your personal data rights at the Information Commissioner’s Office website, contact them on 0303 123 1113 or write to them at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF.

 

This content was last updated on July 13th, 2018