Privacy Policy
Please take a moment to read the following Privacy Policy. This should be read in conjunction with our User Policy and Discussion Forum Policy. Please note that words which are defined in our User Policy also apply to this Privacy Policy. If there is anything you do not understand then please Contact Us.
Definitions
- "esd"
- means the suite of web sites and software applications available at www.esd.org.uk. This includes all web pages, resources and content of the products esd, esd-toolkit, esd-standards, esd-forums and esd-suppliers.
This Privacy Policy
We are committed to protecting your privacy online. This Privacy Policy sets out how we treat your personal information, allowing you to make informed choices about the personal information that you provide to us either via our website at www.esd.org.uk, or otherwise in relation to esd.
IMPORTANT: By accessing and using esd and submitting any personal information to us via or in relation to esd or (including our Discussion Forums) or your registration as a Network Member, Subscriber, Designated Officer, or Forum User, you will automatically be taken to have read, understood and accepted this Privacy Policy.
If you do not want us to collect, use and/or transfer your personal information in this way then you should (depending on what it is you object to) cease to access and use esd and/or Contact Us and ask for your registration as a Network Member, Subscriber, Designated Officer, or Forum User to be deleted.
This Privacy Policy may be amended from time to time, and we therefore suggest that you review it periodically.
What we mean by personal information
Personal information means any data from which you can be identified (including information such as your name, postal address, email address and password) and which concerns you. All personal information that we obtain from you in relation to esd will be dealt with in accordance with the provisions of this Privacy Policy and the Data Protection Act 1998.
Personal information that we collect
Your "Record" constitutes the information we collect:
- via the "Registration" page as a Network Member, Subscriber, Designated Officer, or Forum User, comprising various details about you, including your name, email address, postal address, telephone number, job title, and any other comments you may have about your application to register to use esd;
- via the "My Profile" page about your areas of interest.
We also collect personal information when you submit personal information contained in any Content you may upload onto esd (including posting messages on a Discussion Forum), or when you email, write to, or telephone us. From time to time we may also request additional information, either by contacting you directly or through esd. There will be no obligation on you to provide this additional information.
Finally, we use session cookies to store information about your current esd session. These cookies are deleted when you leave esd and close your browser. If you so choose, we will also use a cookie to collect and store your login details. We may also use cookies to collect statistical information about your use of esd. Please see below for more information About Cookies.
How we use your personal information
Your personal information is used by us so that we can administer and support esd and your registration as a Network Member, Subscriber, Designated Officer, or Forum User, and to provide you with access to the appropriate areas and functions of esd (including to particular Content) depending on your status as a User. For example:
- access to Hosted Areas is given only by Subscribers of the relevant Subscribing Authority;
- access to certain discussion forums depends on whether you are a Network Member, a Subscriber or a Forum User;
- Network Members and Subscribers are entitled to generate reports including the names and e-mail addresses of Users within their own Local Authority;
- Subscribers are entitled to access and use the Network of Local Government Practitioners (see paragraph 6 below);
- Content (other than postings on Discussion Forums) may only be uploaded by Subscribers; and
- Designated Officers may access and change the user settings for their Subscribing Authority.
In addition, where you have not withdrawn your consent to this in the "My Profile" page we may use your personal information:
- to contact you from time to time, in order to ask for your views on esd and/or any of the Content and to notify you occasionally about important changes or developments to esd;
- for Subscribers to access and search the Network of Local Government Practitioners (see paragraph 6 below);
IMPORTANT: Your email address usually contains personal information about you such as your name and where you work. This may appear from time to time on esd in areas accessible only by Network Members and Subscribers. For example when you first register, when you are participating in a Discussion Forum or in the Network of Local Government Practitioners.
We may use information provided by you (such as what you think about esd and improvements that you would like to see made) or statistical information collected, so that we can improve our service to you or make your visits to esd more rewarding.
Personal information we provide to Local Authorities
Upon the request of a Local Authority we may, from time to time, provide them with a list of their Users.
Except in very specific circumstances, we do not disclose any of your information to other parties, except where you have given your consent in the "My Profile" section of esd.
Otherwise, we reserve the right to give your personal information to a third party without your consent where:
- the disclosure is required by law, such as where there is a court order, or statutory obligation requiring us to make such a disclosure; and/or
- we believe that such disclosure is necessary in order to assist in the prevention or detection of any criminal action (including fraud) or is otherwise in the overriding public interest, and is permitted by law.
The Network of Local Government Practitioners
The Network of Local Government Practitioners is a search facility accessible by all Subscribers to search for peers, advisers and other practitioners in the local government community, based upon enhanced search criteria (the "Search Facility").
This Search Facility will search through the fields contained in Subscribers’, Network Members’ and Forum Users’ Records in the "My Profile" section of esd. For example:
- job title;
- specification of interest areas based upon Discussion Forums enrolled on;
- skills and experience drawn from a list of Gershon local government service areas;
- areas of expertise based upon association with any of the 700+ local government services set out in the full services list held on esd; and
- additional comments entered.
The above information is all provided at your option.
A successful search will produce one or more links to profiles of relevant Subscribers, Network Members or Forum Users. These profiles will include information from such person’s Record contained in the "My Profile" section of esd.
Subscribers' use of the Search Facility must at all times comply with the User Policy, and in particular is subject to strict adherence with a number of rules set out in paragraph 10 of the User Policy.
IMPORTANT: Please note that we may update the "My Profile" section of esd which may alter or add to the fields available for the Search Facility. However Subscribers, Network Members and Forum Users are free to control whether specific information about them is included in the Search Facility, by removing such details from their "My Profile" section. Alternatively such persons can opt-out of the Search Facility altogether by ticking the appropriate box in the "My Profile" section.
How we protect your personal information
We are strongly committed to data security and we take reasonable and appropriate steps to protect your personal information from unauthorised access, loss, misuse, alteration or corruption. We have put in place physical, electronic, and managerial procedures to safeguard and secure the information you provide to us.
These steps include communicating this Privacy Policy to our employees and relevant contractors. Only authorised employees and contractors under strict controls will have access to your personal information.
However, while we strive to protect your personal information, due to the nature of the internet we cannot guarantee the security of any information you transmit to us. With this in mind, we urge you to take every precaution to protect your personal information while you are on the internet.
How long we keep your personal information
We will keep and use the personal information contained in your Record for as long as you are registered as a Network Member, Subscriber or Forum User, and for at least 7 years afterwards, in order to deal with any consequent queries or complaints you may have.
If you cease to access esd for over 2 years then we shall mark your Record as "gone away" and inactivate your registration. If you wish to use esd after such period has elapsed then you may need to re-register with us.
If you cease to access esd for over 7 years then your Record will be expunged from our systems, unless there is a specific legal reason or requirement to keep the information for longer, for example if it is relevant to any current or potential legal proceedings.
Any references to you in any current esd records, and any statistical or anonymised information (from which you cannot be identified) may be kept for longer periods.
Updating your personal information
You are entitled to see the information held about you and to amend or update any inaccuracies in your personal information. Please note that we are entitled to charge a £10 fee for providing you with access to your personal information. If you would like to review or update your personal information please Contact Us.
Liability
Please read carefully the paragraphs entitled Disclaimers, Our Liability and Your Liability in the User Policy, as they also apply to this Privacy Policy.
About cookies
Cookies are small files stored in your computer’s hard drive by your web browser. When you access esd our computer server will access these cookies so that it can recognise your computer, and make using esd easier for you. For example, cookies allow us to remember your username and password to save you having to retype it every time you visit esd.
Most web browsers automatically accept cookies, but you can alter your settings to allow you to be prompted every time a cookie is sent to you or you can choose not to receive cookies at all. However, please note that if you have ‘disabled’ cookies in your browser this way you may not be able to use certain features on esd.
For independent information about cookies you can go to www.allaboutcookies.org.