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How long will we keep your personal information?

28 November 2018

We will only use your information whilst delivering the service to you and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period. In practice, this means that your information may be retained for:

  • Active Essex 
    We will stop using your information after two years from your last contact.  Your information will be deleted immediately after we stop using it. 
  • Birth and Death Registration
    Your information will be permanently preserved.
  • Citizenship Ceremonies
    We will stop using your information after five years and your information will be deleted as soon as we stop using it. 
  • Civil Partnership Registrations
    Your information will be permanently preserved.
  • Community Link
    Three months from your last use of the service.
  • Coroner’s Service
    We will stop using your information after the case is closed.  Your information will be deleted 15 years after last action for deaths which do not proceed to an inquest, two years after last action for information relating to Treasure inquests and will be held in permanent form for information relating to deaths which proceed to an inquest. This will then be transferred to Essex Records Office for permanent preservation. 
  • Communications and Marketing Digital Images
    We will stop using your information upon request.  Your information will be deleted as soon as the request is received by Picture Desk. Please Note that published version of the images may still be in circulation.
  • Corporate Complaints and Customer Contacts
    We will stop using your information after if you have not contacted us for 60 days after we have given you a response.  Your information will be held for the remainder of the financial year when the complaint was closed, then for an additional financial year (maximum of two years, minimum of one year) before deletion.
  • Statutory Complaints
    We will stop using your information when the complaint is closed and your information will be deleted after five years
  • Essex Traveller Unit
    We will stop using your information seven years after we cease to deliver a service to you and it will be deleted one year after we stop using it
  • Health and Safety
    We will stop using your information when the case is closed and your information will be deleted after five years
  • Library Services
    We will stop using your information no more than three years after you last used our library services, after which point it will be deleted.
  • Library Volunteers (non-DBS)
    We will keep information on volunteers for six months after you leave your role.
  • Library Volunteer (DBS)
    We will keep your information for one year after you have left your role or for two years after you have left if there was a positive result on your DBS check.
  • Marriage Notices and Registrations
    Your information will be permanently preserved.
  • Petitions
    We will stop using your information once the petition has been heard and delete it.
  • Public and Guest Wi-Fi - Public Wi-Fi
    8 hours after signing up and Guest Wi-Fi - five days after signing up and both will be deleted after 12 months from end of access.
  • Public Health Services
    We will stop using your information at the end of our involvement and will retain it for six years
  • Research
    We will stop being used after the research project you have been involved in has been completed. Any notes taken (hand written or typed) during consultation sessions will be destroyed. The information will continue to be used in a summarised and anonymised form in any research reports or papers that are published.  The anonymised information in the papers may be of historic interest and may be held in public archives indefinitely
  • Service Design
    We will stop using your information after one year from the point of collection and your information will be deleted immediately after we stop using it. 
  • Superfast Broadband and Champions
    We will stop using and delete your information once this programme of works completes, currently expected to be 2022.
  • Tourism
    We will stop using your information at the end of your involvement with us and will delete it immediately.
  • Trading Standards
    We will stop using your information after six years and your information will be securely deleted one year after we stop using it. 
  • Wellbeing Service
    Your information is not used after the purpose for which it was collected is fulfilled, with the exception of legal requirements under COSHH and Asbestos, which is kept for 40 and 50 years respectively.
  • You are Hear
    We will stop using your information after July 2018.  Your information will be deleted one year after we stop using it. Visual images of activities and attendance information may be archived indefinitely as a record of the projects historical interest. 
  • You are Hear Volunteers
    We will stop using your information after the end of the project (July 2018) and your information will be deleted six months after we stop using it.