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IT Services Privacy Notice

Who are we and what do we do  

IT Services is part of Gateshead Council. We are based at the Civic Centre, Gateshead. We provide the following services:   

  • provision and management of IT systems that support the functions of the Council and schools utilising our traded service 
  • supporting colleagues, residents and businesses to access IT systems and services 
  • offering training, advice and guidance on utilising IT technologies and solutions 

In providing the above services Gateshead Council acts as a processor for the following organisations: 

  • North East Combined Authority (NECA)  
  • Regent Funeral Service (RFS)  
  • Unison  
  • North East Purchasing Organisation (NEPO)  

This privacy notice provides specific information about how we process your personal data when acting as a data controller or data processor. 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 
  • email address 
  • telephone number 
  • IP Address  

How we collect information about you  

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

  • direct from you when other Council services ask us to allow you access to their applications  
  • from other Council services in order for you to gain access to their applications 
  • from external third parties to enable you to access their applications or to access our applications 

We collect your information via: 

  • email correspondence 
  • telephone conversations   
  • Computer Contractor Access form 
  • AssystNET (Self Service IT Service Management Solution)  
  • Learning Hub  

Why we need your information  

Our purpose for collecting personal information is to enable us to:  

  • provide access to IT systems allowing you access to relevant applications 
  • manage IT support queries 
  • provide you with IT services that have been requested for you or by you  

The lawful basis for our processing is: 

  • performance of a contract to which data subject is party 
  • legitimate interests  

When acting as a processor the lawful basis of our processing is determined by the data controller.  

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: IT Services Service Desk on 0191 433 3771.  

Where your information is held  

Your data is held in the IT solutions that allow you access to Gateshead Council networks and the relevant application systems. These are hosted on secure electronic systems on Gateshead Council Servers and in the Microsoft Cloud.  

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: IT Services Service Desk on 0191 433 3771 

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  


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