Privacy Policy

Dorset Civil Contingencies Unit Privacy Notice

Why are we collecting your personal information?

Organisations that are classified as Category 1 Responders have a legal duty under the Civil Contingencies Act (2004) to maintain plans (and arrangements) to ensure that in an emergency, they can perform their functions so far as necessary or desirable for the purpose of preventing the emergency, reducing or mitigating its effects or taking other action in connection with it. Category 1 (and 2) Responders also have a legal duty to share information with one another and to co-operate with each other.

How we use information relating to Dorset Local Resilience Forum partners in the day to day work of the Dorset Civil Contingencies Unit.

The Dorset Civil Contingencies Unit (CCU), on behalf of the Dorset Local Resilience Forum (LRF) facilitates the response to emergencies and major incidents, when notified though established channels by Category 1 Responders (as defined by the Civil Contingencies Act 2004).

We collect and process information about category 1 and 2 responders, third sector organisations (eg voluntary groups) and others (eg Armed Forces) to support an effective emergency response for Dorset.

We may also use that information to regularly contact those organisations to make sure that their contact details are up-to-date, to share information from Civil Contingencies partners nationally and to keep them up-to-date about the services offered by the Dorset CCU eg training.

The categories of the information that we collect, process, hold and share include:

Contact details of individuals within Category 1, Category 2, third sector and other organisations;
Audio, and other media (including video and photographs) recording of Strategic & Tactical Coordinating Groups, as defined by the Joint Emergency Services Interoperability Principles (JESIP) joint decision model. We also record media for training and exercising purposes to support learning development across Dorset LRF.
Why we collect and use this information

We collect this information so that we can share information, facilitate planning, response and recovery during incidents and other activities and to ensure partners meet their statutory obligations under the Civil Contingencies Act 2004.

Once an incident is closed, we keep incident data for other purposes including:

Multi-agency incident debriefs. This does not include personal information and members of our community cannot be identified from these statistics.
We share information with our Category 1 responder partners to help identify and improve the ability of the emergency services organisations, Category 2 responders , third sector organisations and others, to learn from good practice identified.
We may also contact you after we provide certain services, to obtain your feedback. This helps us to understand your needs, improve our service and help support the civil response in Dorset.

Storing this information
Information we hold is stored in a variety of systems. We use this information to facilitate an appropriate response to a request to support the emergencies services at an incident. Contact details of category 1 and 2 responders, and third sector organisations are stored on the Resilience Direct website for emergency contact purposes. Resilience Direct is a private network for Category 1 and 2 responders, and other partner organisations approved and sponsored by the Local Resilience Forum in relation to access and who work in resilience in either planning, response or recovery.

We apply strict security controls to the systems to ensure that access is limited to those who need to see it.

We use Send Word Now/ OnSolve or the Dorset Prepared Alerting System, which has a data centre within the European Union. We use Mail Chimp for processing our consultation and evaluation work. We also use Survey Monkey for processing additional consultation and evaluation work. Survey Monkey is an American company that has data centre servers in the European Union.

The information we collect is held for as long as the individual remains the point of contact. Information is removed from publication on request from the individual or organisation.

Who we share this information with and why
Information is collected and shared between our Local Resilience Forum (LRF) partners locally, regionally and where there is commonality of learning and improving the response to emergencies and supporting activities, across the United Kingdom.

During emergencies or major incidents, we work closely with our other emergency services partners, and share key information to enable the appropriate response from each agency.

We share information with blue light (emergency services) organisations, local authorities, health providers and other organisations as required.

If you would like to know more about how we use your information, please contact the Data Protection Officer:

Dorset & Wiltshire Fire and Rescue Service
Five Rivers Community Health & Wellbeing Centre
Hulse Road
Salisbury
Wiltshire SP1 3NR

Email: informationgovernance@dwfire.org.uk

Tel: 01722 69 1000

LAST REVIEWED: 17 March 2022