Privacy Notices and Data Protection

Macmillan Joining the Dots County Durham respects your privacy

Privacy Notices and Data Protection – Durham County Council

What we collect

We collect your personal data in a variety of ways, for example, when you create an online customer account, fill in a form (online or paper), speak to us on the phone or face to face.

When we no longer require your personal data, it is deleted according to our retention guidelines.

Data collected by us is generally processed within the UK and the EEA, and meets UK government security policy.

The data we collect can include the following:

  • Name and contact details: we collect your name, address, email address, phone number and similar contact details to help provide you with services and to contact you in relation to those services. If you have given specific permission, we also use these for marketing purposes for services/events provided by us or by others in the local area. If you have given specific permission for third party marketing, we may also pass this data to third parties for carefully selected marketing relevant to you.
  • Demographic data: this can include age, gender, nationality, race, religion, sexuality, disability and ethnicity in order to fulfil our obligations under the Equalities Act 2010. This data is not personally identifiable and is managed separately from other data. We also use aggregated data from other services to inform our planning of services. We cannot identify individuals from the data, but it will include matters such as health, police information and financial information.
  • Device and usage data: when you connect to us online, we collect data about pages you have visited, completed actions, error messages, device operating system, region and language settings. This data do not allow us to identify you, and is used to improve our services.
  • Preferences and account data: if our systems include the ability to create accounts using a username/password. If you have created an account, we may store data in all the categories referenced elsewhere on this page, including sensitive data, with your account. This allows us to retrieve this data to auto-fill forms for you and present you with data about your past requests to us. Some systems may allow a guest logon or anonymous requests. You cannot retrieve history under a guest logon.
  • Financial data: if you would like to apply for or pay for services online, we will need your financial information which is added to secure third party systems. We also collect data about income, outgoings, savings and assets owned in order to provide services to you. These include matters such as benefits and provision of social care. We additionally receive financial data about you from third parties e.g. credit rating agencies.
  • Health and care data: if you are using one of our health or social care services, we collect data about your health, including medical conditions and disabilities which we need to provide that service to you. We additionally receive health data about you from third parties such as your healthcare provider eg NHS under a series of multi-agency sharing agreements. If you are an adult receiving social care support from us, then the NHS may share your NHS number with us. This is so that both organisations are using the same number to identify you whilst providing your care. We will use this number when sharing information with health colleagues including GP’s, hospitals, community matrons, district nurses and social care practitioners.


How we use it

We use data about you to provide you with services, communicate with you, to plan our services, and to personalise your experience:

  • providing services to you: this includes charging for services and collection of taxes eg collection of council tax
  • communicating with you: this includes replying to requests you make, explaining how your services work, confirming competition prizes
  • planning our services: this includes helping to plan our current and future services, eg the best places to offer a service, and is often anonymised (data from which you is not personally identifiable)
  • personalising your experience: allowing us to show you services that are relevant to you
  • legal requirements: eg for the prevention and detection of crime

We will not direct market to you unless you give us your specific consent.


How long we keep it

Our summary retention guidelines show how long we will hold different types of data: Retention guidelines – at a glance (PDF, 109.1kb) . Please contact us if you would like to see our full retention schedule.


Reasons we share data

We share your personal data with a range of organisations to provide you with services, plan services and to ensure that crime is prevented or detected.

  • Third party organisations delivering services on our behalf: this sharing is covered by agreements to maintain your privacy to the same level as we require of ourselves, and data shared is strictly restricted to that necessary for delivering services.
  • Central government, health and social care, police: we share data with these organisations, as required by law, for the delivery of service, prevention and detection of crime, public health, safety and service planning. Where sharing is not required by law, it is covered in our privacy agreements with you.
  • Children and adult services professionals: we only share information with professionals who are directly involved in providing services, support, care or treatment to you. This may include doctors, nurses, teachers, care workers, social workers, foster carers or family workers.
  • Marketing: we will only share your details with 3rd parties to send you direct marketing, if you have given us your express consent.


How to control your personal data and your rights

To find out more about your rights, and how you can control your personal data see our Find out what information we hold about you page.



A cookie is a small piece of code that can be stored on your computer, phone or whatever you use to surf the Internet by the websites you visit. Cookies have many uses, which may include storing information about you. Find out more information about the cookies we use on our website.


Your customer accounts

We have several systems (portals) that allow you to register to use them and create an account. These includes our customer services account, planning portal and parent portal.

Registering with one of these portals allows us to simplify your access to our services. By storing your personal data in the accounts we are able to automatically fill in basic data about you and your circumstances so you don’t have to do it more than once. By linking your accounts from our internal systems, we can show you information from these systems and make it easier for you to manage your relationship with us.

We are revising our portal information and it will be updated very shortly.



We use a variety of techniques to ensure the privacy of your personal data and protect it from unauthorised disclosure or access. These include physical security, encryption at rest and in transit, multi-factor authentication and intrusion detection systems.


How to contact us

We will update this privacy information as required. If there are significant changes we will notify you either by a notice when you logon or directly sending you a notification. We encourage you to periodically review this statement.

Our registration number is Z1808275.

If you want to get in touch with us about anything on this page, please contact us.


Privacy Notices

We have a wide range of purposes for which we gather data, all aimed at providing you with the best possible service. Every time you are asked to submit personal or sensitive data to us, you should be made aware of the privacy notice relating to the service you receive from us.

Below is a list of all our privacy notices. If you can’t see the one you need, contact us.



Children and Families:


Contact Us:




Council tax, benefits and support:


Environment and environmental issues:


Information, communications, libraries and archives:


Leisure and culture:


Planning and property:


Roads and transport:


Schools and education:


Social care and health:


Waste and recycling:


Other council services:



Our website uses cookies which are small text files that originate from us and are stored on your computer or website server. They do not retrieve information about you that is stored on your hard drive and do not corrupt or damage your computer or computer files. They help us identify website visitor behaviour and visitors’ particular preferences.

The below explains the cookies we use and why.

Google Analytics: These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

Most web browsers allow some control of most cookies through the browser settings. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit

To opt out of being tracked by Google Analytics across all websites visit

Credit Card details

Macmillan Joining the Dots County Durham will never ask for Credit Card details and request that you do not enter it on any of the forms on the Macmillan Joining the Dots County Durham website.

External Sites

Macmillan Joining the Dots County Durham is not responsible for the content of external internet sites. You are advised to read the privacy policy of external sites before disclosing any personal information.

Remember The Risks Whenever You Use The Internet

While we do our best to protect your personal information, we cannot guarantee the security of any information that you transmit to Macmillan Joining the Dots County Durham and you are solely responsible for maintaining the secrecy of any passwords or other account information. In addition other Internet sites or services that may be accessible through Macmillan Joining the Dots County Durham have separate data and privacy practices independent of us, and therefore we disclaim any responsibility or liability for their policies or actions. Please contact those vendors and others directly if you have any questions about their privacy policies.

Other Important Privacy Information

Below, you will find additional privacy information that you may find important.

European Privacy Rights

Macmillan Joining the Dots County Durham adheres to applicable data protection laws in the European Economic Area, which if applicable includes the following rights:

  • If the processing of personal data is based on your consent, you have a right to withdraw consent at any time for future processing;
  • You have a right to request from us, a “data controller” as defined in the law, access to and rectification of your personal data;
  • You have a right to object to the processing of your personal data; and
  • You have a right to lodge a complaint with a data protection authority.

When we process personal data about you, we do so with your consent and/or as necessary to provide the services/products you use, operate our business, meet our contractual and legal obligations, protect the security of our systems and our customers, or fulfill other legitimate interests of Macmillan Joining the Dots County Durham as described in the “How We Use Personal Data” and “Reasons We Share Personal Data” sections above. When we transfer personal data from the European Economic Area, we do so based on a variety of legal mechanisms, as described in “Where We Store and Process Personal Data” below.

Security of Personal Data

Macmillan Joining the Dots County Durham is committed to protecting the security of your personal data. We use a variety of security technologies and procedures to help protect your personal data from unauthorized access, use or disclosure. For example, we store the personal data you provide on computer systems that have limited access and are in controlled facilities held within two locations within the UK. When we transmit highly confidential data over the links to cloud apps into one app which your client can download.

Where We Store and Process Personal Data

Personal data collected by Macmillan Joining the Dots County Durham will be held securely and we take steps to ensure that the data we collect under this privacy statement is processed according to the provisions of this statement and the requirements of applicable UK & EU law.

Our Retention of Personal Data

Macmillan Joining the Dots County Durham retains personal data for as long as necessary to provide the products and fulfill the transactions you have requested, or for other essential purposes such as complying with our legal obligations, resolving disputes and enforcing our agreements. Because these needs can vary for different data types in the context of different products, actual retention periods can vary significantly. The criteria used to determine the retention periods include:

Changes to This Privacy Statement

We will update this privacy statement when necessary to reflect customer feedback and changes in our services/products. When we post changes to this statement, we will revise the “last updated” date at the top of the statement and describe the changes. If there are material changes to the statement or in how Macmillan Joining the Dots County Durham will use your personal data, we will notify you either by prominently posting a notice of such changes before they take effect or by directly sending you a notification. We encourage you to periodically review this privacy statement to learn how Macmillan Joining the Dots County Durham is protecting your information.

How to Contact Us

If you have a privacy concern, complaint or a question for the Data Controller of Macmillan Joining the Dots County Durham, please contact us by using our Contact form for Macmillan Joining the Dots County Durham.

Unless otherwise stated, Macmillan Joining the Dots County Durham is a data controller for personal data we collect through the services/products subject to this statement. Our address is Urban River Creative Limited, 75 King Street, South Shields, Tyne and Wear, NE33 1DP Telephone: (+44) 191 423 5688.