Privacy notice

This notice explains how we use and share your information. We will continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law.

Why do we collect information about you?

We collect and use your personal information so we can provide you with statutory and other services. We use your information for the purpose for which you provided the information to include the delivery of services for you. We also use this information to monitor our performance in responding to your request. To process your information, we need to comply with one of six lawful reasons. As a Public Authority, our reasons will typically be because we have a legal obligation, or we are carrying out a task under our official authority, in the interest of the public.

We use your information in the following ways:

  • to tell you about services and provide services appropriate to you, for example highlighting additional help or services available to you
  • for service and financial planning, to help us create policy and inform decision making e.g. identifying where we allocate our resources
  • to ensure that Hampshire Fire and Rescue Service meets its duties, including those imposed by the Equality and Health and Safety Acts
  • where necessary for law enforcement functions where Hampshire Fire and Rescue Service is legally obliged to carry out such processing e.g. Fire Safety
  • confirm your identity to provide some services
  • contact you by post, email or telephone
  • understand your needs to provide the services that you request
  • obtain your opinion about our services
  • update your customer record
  • help us to build up a picture of how we are performing at delivering services to you and what services the people of Hampshire need
  • allow us to undertake statutory functions efficiently and effectively
  • make sure we meet our statutory obligations
  • to help investigate any concerns or complaints you have may have about the services you receive
  • for the establishment, exercise or defence of legal claims
  • where otherwise allowed under the General Data Protection Regulation and Data Protection Act 2018. For further information refer to Information Commissioner's website

Providing our Services may involve collecting, using and sharing special category data as defined by the General Data Protection Regulation and Data Protection Act 2018. We do not disclose or share this sensitive or confidential information without your explicit consent except in situations where disclosure is allowed by law, or where we have good reason to believe that failing to do so would put you or someone else at risk.

We are keen to ensure that we are providing the services that are needed and are relevant to you. If you choose to sign up for additional services, or support that may be of interest to you, you can choose to opt out of receiving information about those services or support at any time.

We may also ask for feedback on how we are performing or ask for your views on services which you have been using.

You may not want us to collect or share your personal information, or you may set conditions on how we can use it. In these cases, we may not be able to provide with the service you need or may only be able to provide it in a limited way. There are occasions when we have a statutory obligation to collect or use personal information. In those cases, we will not be able to agree to your request.

We may use ethnic, gender, sexual orientation and age information (i.e. equalities data) to compile statistics in order to comply with equality legislation and assist in planning and service provision. Such data does not identify individuals or affect your entitlement to services.

To find out more about the data collection requirements placed on us by the Home Office. For example regarding incidents and prevention work visit https://www.gov.uk/government/collections/fire-statistics.

How do we keep your information safe?

Our aim is not to be intrusive, and we won’t ask irrelevant or unnecessary questions. The information you provide will be subject to rigorous measures and procedures to make sure it can’t be seen, accessed or disclosed to anyone who shouldn’t see it. We have an Information Governance Framework that includes a Data Protection and Privacy Policy and a set of Information Security policies. These define our commitments and responsibilities to your privacy and cover a range of information and technology security areas.

We provide training to staff who handle personal information and treat it as a disciplinary matter if they misuse or do not look after your personal information properly. We will not keep your information longer than it is needed or where the law states how long this should be kept. We will dispose of paper records or delete any electronic personal information in a secure way.

For further information about how long we keep your data, please see our retention schedule.

Who do we share your information with?

We will not share your information with any third parties for the purposes of direct marketing.

We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will hold it securely and retain it for the period we instruct.

In some circumstances we are legally obliged to share information. For example, under a court order or where we cooperate with Law Enforcement Agencies in handling complaints or investigations. We might also share information with other Fire Services, local councils, NHS, Police in order to further their, or our, objectives. In any scenario, we’ll satisfy ourselves that we have a lawful basis on which to share the information and document our decision making and satisfy ourselves we have a legal basis on which to share the information.

For further information about your rights under data protection please see our data protection statement.

Who do I contact if I am not satisfied?

In the first instance you can make a complaint to us  https://www.hantsfire.gov.uk/about-us/contact-us/get-in-touch/.

Or you can complain to or seek advice from the  Information Commissioner’s Office (ICO) at Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 01625 545700.

Need a privacy notice in a different format?

Upon request, we will be able to provide you with a copy of this privacy notice in a different format. Please see our Contact Us page.