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Privacy notice - emergency planning

Who are we and what do we do?

The Cleveland Emergency Planning Unit is responsible for the Local Authority’s statutory responsibilities and duties as a Category 1 emergency responder as set out by the Civil Contingencies Act (CCA) 2004. The CCA relates to civil protection and contingency planning. The Local Authority has a duty to plan for, respond to, and recover from emergencies.

What type of personal data do we collect and how do we collect it?

We may need to collect personal and special category information that includes:

  • Basic demographics - name, contact details, email, date of birth
  • Ethnic origin/religion
  • Gender
  • Health information

We may collect personal information directly from yourself and third parties that include:

  • Emergency services
  • Other Local Authorities
  • NHS agencies
  • Voluntary sector
  • Care providers
  • Community members
  • Utility companies
  • Housing providers
  • National government

How the Law allows us to use your personal data

We rely on a number of ‘legal basis’ to capture and use your personal data including:

  • A requirement to do so under a legal obligation; and
  • To carry out a ‘public task’ where we have a power in law or official authority

Where we capture and use ‘special category’ data, we rely on the following legal basis:

  • Substantial Pubic Interest based on a power in law

The laws which allow us to process your personal information are:

  • Civil Contingencies Act 2004
  • Control of Major Accident (COMAH) Regulations 2015
  • Health and Safety at Work Act 1974

What is your personal data used for?

The purpose of processing and holding your personal information is for:

  • Planning and responding to incidents
  • Ensuring that a multi-agency emergency response to incidents can be activated in and out of hours
  • Providing contacts in the event of an out-of-hours response or where the nature of an incident requires additional input / knowledge
  • Maintaining records of trained / exercised personnel and emergency plans
  • Aiding rapid identification of persons needing assistance / making contact with vulnerable people

Will your personal data be shared?

Where there is a genuine need relating to the incident response, your personal information may be shared with following organisation’s and/or individuals where the law allows us to do so:

  • Emergency services
  • NHS agencies
  • Care providers
  • Utility companies
  • Training organisations
  • National government
  • Other Local Authorities
  • Voluntary sector
  • Community members
  • Housing providers
  • Data processors

How do we keep your personal data secure?

Under the General Data Protection Regulations (GDPR) 2016 we have a legal duty to protect any information that we hold about you. We take measures to safeguard your data and implement security standards and controls to prevent any unauthorised access to it.

How long will we keep your personal data?

Data will be kept for a maximum of 10 years in accordance with the Middlesbrough Council Corporate Records Retention Policy.

Is your personal data processed overseas?

We do not send your personal information outside of the European Economic Area to be processed.


At no time will your information be used by the Council or be passed to organisations external to us and our partners for marketing or sales purposes.

What are your information rights?

Your Information Rights are set out in law and, subject to some exceptions, you have the:

  • Right to rectification - to ask for information to be corrected
  • Right to erasure - to have your personal data deleted
  • Right to object - to how your data is used
  • Right to restriction - to request limits on how your data is used
  • Right to portability - to request that we move your data to another organisation
  • Right of subject access - to request a copy of data the Council holds about you

Making a complaint

If you have a concerns about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner's Office. Visit the website of the Information Commissioner's Office.


If you would like to discuss anything in this privacy notice or your information rights, please contact:

The Data Protection Officer
Middlesbrough Council
PO Box 500, Middlesbrough, TS1 9FT
Phone: 01642 245432