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Legal Services Privacy Notice

Who are we and what do we do  

Legal Services is part of Gateshead Council. We are based at the Civic Centre, Gateshead, and include the following teams:  

  • children and adult social care  

  • commercial, employment and regional transport 

  • Data Protection Officer (DPO - part of Governance Team) 

  • litigation and regulatory law 

  • property law and land charges 

This privacy notice provides specific information about how we process your personal data. It is an addition to the information contained in our Corporate Privacy notice.  

What type of information is collected about you 

We collect personal information to understand your needs and provide services. Information may include: 

  • name 

  • address (current and previous) 

  • date of birth 

  • employment information 

  • financial information  

  • ID information (for example, passport or driving license) 

  • images 

  • National Insurance (NI) or NHS number 

  • school or college 

  • social care information  

We may also collect and process the following special category data:  

  • genetic data 

  • health information 

  • political opinions 

  • race or ethnic origin 

  • religious or philosophical beliefs 

  • sexual orientation and sex life 

  • trade union membership 

How we collect information about you  

We collect information about you from various sources to ensure that we meet your needs, including: 

  • from you when you contact us to discuss any legal issues involving you and the Council, such as the purchase of a Council property or the collection of debt owed to the Council 

  • from other council departments allowing us to provide legal advice across the services 

  • from organisations such as the Police or government departments (such as DWP or HMRC) where required for the purposes of establishing or defending legal claims or as part of legal proceedings 

  • from third parties, such as solicitors or those representing you such as Citizens Advice, social workers or other agencies you are working with where this is relevant to the legal services we are providing 

Why we need your information  

Our purpose for collecting personal information is to establish, defend and advise in relation to legal issues or claims. 

The lawful basis for our processing is:  

  • performance of a contract to which data subject is party 

  • legal obligation to which the data controller is subject 

  • task in the public interest or in the exercise of official authority 

Our lawful basis for processing of sensitive personal data is:  

  • legal claims or judicial acts 

  • reasons of substantial public interest (with a basis in law) 

  • health or social care (with a basis in law)  

A full list of legislation can be obtained by contacting  

Who your information can be shared with  

Our Corporate Privacy notice explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery.  

If we wish to share your information with other council services or third parties for purposes outside of those listed above, we will ask your permission. 

How long we will keep your information  

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact:   

Where your information is held  

Legal Services use an electronic case management system provided by Iken. The Council has a data processing agreement in place with Iken to ensure the security of your personal information. It is stored in Iken's system and on Council-owned and managed servers and drives. Your personal information does not leave the UK. 

Where information is collected on paper, it is stored within secure council premises.   

How you can update your information  

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 

  • personal circumstances 

  • postal address 

  • any of the other information we hold 

Please contact:  

  • Litigation and regulatory law:  

  • Commercial, employment and regional transport  

  • Property law and land charges:  

  • DPO (Data Protection Officer) (part of Governance Team):  

  • Children and adult social care:  

Your information rights  

Please see the relevant section of our Corporate privacy notice.  

Marketing and e-newsletters  

Please see our email marketing privacy notice. 

Business intelligence, profiling and automated-decision making  

Please see the relevant section of our Corporate privacy notice.  

Protecting your information  

Please see the relevant section of our Corporate privacy notice.   

Data Protection Officer  

Data Protection Officer  
Civic Centre Regent Street  
Gateshead NE8 1HH 0191 433 3000  

Information Commissioner's Office  

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website to find out more about your rights under Data Protection law, and what to expect from us. 

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office: 

Information Commissioner's Office 

Wycliffe House 
Water Lane 
Cheshire SK9 5AF 
0303 123 1113 or 01625 545 745