Privacy

Privacy notice for emergency support centre registrations

Devon County Council (DCC) is collecting and or processing your personal data as a Data Controller under Data Protection Legislation and our ICO registration number is Z6475582. This privacy notice concerns the processing of personal data that takes place by emergency support centre staff and volunteers acting on behalf of Emergency Planning team.

This notice explains what information we collect, why we collect it and how we keep it secure. It also explains your rights and our legal obligation. Should you wish to find out more about Devon County Council’s data protection policies please contact our Data Protection Officer.

We will notify you of any changes to this privacy notice

This privacy notice was last updated 27 July 2026. If we use your personal data for any new purposes, updates will be made to the policy information and changes communicated, where necessary in accordance with current data protection legislation. Any queries relating to this privacy notice please contact the Data Protection Officer.

What information are we processing?

We may collect, store or otherwise process information about you which may include:

  • Name (Surname and First Name)
  • Address
  • Date of birth
  • Mobile phone number
  • Where you were evacuated from (if not your home address)
  • Vehicle registration number
  • Dietary requirements/food intolerances/allergies
  • If registered disabled
  • Any urgent medical needs you need assistance with – including any missing medication

Purpose of collecting or processing your personal data

DCC may need to collect or otherwise process your personal data personal data so that we can ensure that your needs are met whilst we support you in an emergency support centre set up following a major incident or emergency.

The legal basis for us collecting your personal data

Where we are collecting personal data about you for the provision of one of the purposes outlined in this privacy notice, we rely upon:

  • Article 6(1)(c) – processing that is necessary for DCC to fulfil a statutory obligation, under Section 138 of the Local Government Act 1972, together with the authority’s duties and emergency planning responsibilities as a Category 1 responder under the Civil Contingencies Act 2004.

We may also process data for the purposes of an emergency rest centre under:

  • Article 6(1)(d) – processing which is necessary to prevent someone from suffering harm
  • Article 6(1)(e) – processing for the purposes of delivering a public task carried out in the public interest

Personal data that is collected for any of the purposes outlined in this notice is never used for direct marketing purposes and is not sold on to any other third parties.

Recipients or categories of recipients that we may share your personal data with

When processing your personal data, it may be necessary for us to share personal data with third-party organisations such as;

  • Devon and Cornwall Police
  • Other Devon local authorities including District Councils and Unitary Authorities
  • Voluntary agencies supporting the emergency response
  • Devon and Somerset Fire and Rescue Service
  • South Western Ambulance Service NHS Foundation Trust
  • Local Resilience Forum (LRF) partners including partners from the NHS, UKHSA, and other Category 1 and 2 partners as defined by the Civil Contingencies Act 2004.

In certain circumstances, we may need to share your personal information where we believe this is necessary to protect you, a member of your household, a child, or another individual from harm, abuse, neglect, or exploitation, or where there are concerns about a person’s health, safety or welfare.

This may involve sharing information with social care services, health professionals, emergency services, the police, local authorities, safeguarding partnerships, voluntary sector organisations, or other agencies involved in preventing harm and supporting vulnerable individuals.

Where we process personal data for safeguarding purposes, we do so under our statutory duties and powers, including those set out in the Children Act 1989, Children Act 2004, and the Safeguarding Vulnerable Groups Act 2006.

Where safeguarding activity requires us to process special category personal data, such as information relating to an individual’s health, disability, care needs or other sensitive personal information, we rely upon Article 9(2)(g) of the UK GDPR (processing necessary for reasons of substantial public interest) together with Schedule 1, Part 2, Paragraph 18 of the Data Protection Act 2018 (Safeguarding of Children and Individuals at Risk). In appropriate cases, we may also rely upon Article 9(2)(c) of the UK GDPR where processing is necessary to protect the vital interests of an individual and they are incapable of giving consent, or consent cannot reasonably be obtained.

We will only share information where it is lawful, necessary and proportionate to do so and will ensure that only the minimum amount of information required for the safeguarding purpose is disclosed. Appropriate safeguards will be applied to protect the confidentiality and security of personal information throughout the process.
We may also need to share some personal data about you, so that we can support third party organisations to discharge their regulatory requirements. This includes organisations such as;

  • The data protection regulator (the Information Commissioner’s Office)
  • The Care Quality Commission

We may also share information to enable us to comply with court orders and other legal obligations. If this is necessary, we will only share the minimum amount of personal data needed for this purpose.

How long will we hold your personal data?

We will retain your personal data for only as long as is necessary, for a minimum of six years following the emergency in line with our organisation’s record retention schedules.

Your data protection rights

Under the Data Protection Act 2018 and the EU General Data Protection Regulations you have the following rights:

  • The right of access to your own personal data.
  • The right to request rectification or deletion of your personal data.
  • The right to object to the processing of your personal data.
  • The right to request a copy of the information you provide us in machine readable format.
  • The right to withdraw your consent to any processing that is solely reliant upon your consent.
  • Should you wish to exercise any of your rights, you should contact the Data Protection Officer or refer to our webpage here: Your data protection rights | Devon County Council

Complaints

If you have any comments, queries or complaints about this privacy notice or the processing of your personal data please contact our Data Protection Officer.

Alternatively, if you are not happy with the way that DCC is handling your personal data, you are entitled to appeal to the Information Commissioners Office (ICO). The Information Commissioners Office enforces and oversees the Data Protection Regulations.

Contact details are below:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

Automated decisions

DCC does not intend to make automated decisions about you.