Emergency Planning and Rest Centres

• The purposes of the processing
• Personal data we collect
• Sensitive (special category) personal data we collect
• Who we are
• The contact details of our data protection officer
• The lawful basis for processing personal data
• The lawful basis for processing special category personal data
• Relevant legislation
• The legitimate interests for the processing
• Who we share your data with
• Transfers of personal data to any third countries or international organisations
• How long we keep your personal data
• Your rights
• Your right to withdraw consent
• Mailing list
• Your obligation to provide the personal data
• The existence of automated decision-making, including profiling
• Your right to lodge a complaint with a supervisory authority

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The purposes of the processing

Under the Civil Contingencies Act (2004) Hastings Borough Council is required to risk assess, prepare for, respond to, and recover from an emergency or major incident.

Information will be processed to prepare for, respond to and recover from an emergency or major incident in order to be able to protect members of the public, the environment and organisations.

Data will be collected electronically or on paper at emergency assistance and rest centres during an incident or emergency

Data will be collected via email from organisations designated as category 1 and 2 responders as defined by the Civil Contingencies Act (2024).

Data will be collected via email from the military or voluntary sector depending on the nature of the incident.

Data will be collected from the public if they attend an Emergency Assistance Centre via Microsoft Forms designed specifically for this purpose, or, in the event of a power outage recorded on a paper version of the same form in order to assess and meet any needs of affected persons.

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Personal data we collect

• Name
• Address
• Date of Birth
• Telephone number
• Email address
• Location based data
• Other unique identifier

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Sensitive (special category) personal data we collect

• Racial or ethnic origin
• Religious or philosophical beliefs
• Mental health
• Physical health

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Who we are

Hastings Borough Council
Muriel Matters House
Hastings
East Sussex
TN34 3UY

Tel:  01424 451066

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The contact details of our data protection officer

Data Protection Officer
Hastings Borough Council
Muriel Matters House
Hastings
East Sussex
TN34 3UY

Contact our data protection officer.

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The lawful basis for processing personal data

Legal obligation: the processing is necessary for us to comply with the law.

Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

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The lawful basis for processing special category personal data

Substantial public interest: the processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights of the data subject.

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Relevant legislation 

Civil Contingencies Act 2004

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The legitimate interests for the processing

Not applicable.

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Who we share your data with

Under the Civil Contingencies Act (2004) Hastings Borough Council is required to risk assess, prepare for, respond to, and recover from an emergency or major Incident.

Information will be shared with organisations designated as category 1 and 2 responders, voluntary agencies and the military to prepare for, respond to and recover from an emergency or major incident in order to be able to protect members of the public, the environment and organisations. Any sharing of personal data is always made:

• on a case-by-case basis
• using the minimum personal data necessary
• with the appropriate security controls in place
• in line with legislation.

Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.

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Transfers of personal data to any third countries or international organisations

Any contracts with providers who might host personal information abroad have appropriate clauses to ensure adequate technical and organisational security measures are in place.

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How long we keep your personal data

For information about how long we keep your personal data, please refer to our data retention policy.

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Your rights

You can find out more about each of your rights on our Your privacy page.

You can ask for access to the information we hold on you.

You can ask to change information you think is inaccurate.

You can ask to limit what we use your personal data for.

You can object to us processing your personal data.

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Your right to withdraw consent

Not applicable.

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Mailing list 

Not applicable.

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Your obligation to provide the personal data

Hastings Borough Council collects your personal data to fulfil our statutory duties as defined by the Civil Contingencies Act (2004). If you do not provide your personal data, we may not be able to help your needs during an incident or emergency.

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The existence of automated decision-making, including profiling

Not applicable.

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Your right to lodge a complaint with a supervisory authority

The Information Commissioner is the UK's independent body set up to uphold information rights.

If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner's website.

If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.uk

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