Emergency Planning Privacy Notice

Service being provided

Delivery of emergency‑planning and resilience functions under the Civil Contingencies Act 2004, including business‑impact assessments, business‑continuity planning, maintenance of Category 1 and Category 2 responder contact lists, and the provision and administration of rest centres during emergencies.

Categories of personal data we need to collect

Category 1 and 2 Responders and Volunteers

• Name
• Contact Details

Rest Centre Users

• Name
• Address
• Contact Details
• Date of Birth
• Gender
• Children/Dependents
• Distinguishing Marks (e.g. Birth marks, scars, tattoos where necessary to assist identification and safeguarding during emergencies)

Special Category data we collect

• Disability information
• Medical information
• Religious or belief information (for welfare and accommodation purposes)

Special category data is collected only where necessary to protect welfare, provide appropriate support, or safeguard individuals during an emergency.

Consequences of failing to provide personal data

Category 1 and Category 2 Responders

If required personal data is not provided, we may be unable to contact you during an emergency, which may affect emergency response arrangements.

Rest Centre Volunteers

If required personal data is not provided, you may be unable to act as a volunteer in emergency rest centres.

Rest Centre Users

If required personal data is not provided, we may be unable to support safeguarding activity, reunite you with relatives, or provide information about your location and wellbeing.

Data Controller and Processors

The Data Controller is Worcester City Council. 

The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.  

ResilienceDirect (Cabinet Office) - Acts as a Data Processor supporting emergency‑planning coordination and communication.

Rest Centre user information - For rest centre operations, West Mercia Police act as the Data Controller, with Worcester City Council acting as a Data Processor to support policing and safeguarding functions.

Purpose of Processing 

• Plan for, prepare for, and respond to emergencies;
• Maintain responder and volunteer contact arrangements;
• Provide accommodation, welfare, and safeguarding support in rest centres;
• Coordinate emergency response through multi‑agency structures, including tactical co‑ordinating groups; and
• Meet statutory duties under the civil contingencies act 2004.

Lawful basis for processing personal data

Article 6(1)(e) UK GDPR – Public task, where processing is necessary for the performance of statutory emergency‑planning functions in the public interest, in line with the Civil Contingencies Act 2004.

Where necessary to protect life, Article 6(1)(d) UK GDPR – Vital interests may also apply.

Lawful basis for processing special category data

• Article 9(2)(g) UK GDPR, supported by Schedule 1, Part 2 of the Data Protection Act 2018 (substantial public interest – safeguarding and protection of individuals in emergencies); and
• Article 9(2)(c) UK GDPR, where processing is necessary to protect vital interests and the individual is unable to give consent.

Source of data

• You, directly;
• Emergency responders or partner organisations;
• Other local authorities or emergency services where necessary to respond to an incident.

Who we share the information with

Category 1 and Category 2 Responders

Members of the Tactical Co‑ordinating Group, including emergency services, local authorities, and NHS bodies.

Rest Centre Users

Police and relevant emergency‑service partners, where necessary for safeguarding, welfare, or family reunification purposes.

Information is shared only where necessary, proportionate, and lawful, and only the minimum information required for the purpose is disclosed.

Details of data transfers outside the UK and safeguards in place

We do not routinely transfer data outside of the UK. Where personal data is transferred outside the UK, appropriate safeguards are in place, such as adequacy regulations or approved contractual clauses.

Automated decision-making

We do not carry out automated decision-making or profiling in relation to this processing.

How long we hold your information

We will only keep your information for the minimum period necessary. The information outlined in this privacy notice will be kept in accordance with our retention schedule which states records will be kept in most circumstances for 6 years. All information will be held securely and destroyed under confidential conditions.

Your rights

You have rights under UK GDPR, including the right to:

• access your personal information
• ask us to correct incorrect or incomplete information
• ask for your information to be deleted (in certain circumstances)
• restrict how your information is used
• object to certain uses of your information
• request your information in a commonly used format (data portability)
• understand and challenge automated decisions and profiling.

Some rights may be limited where processing is required by law or to protect life and public safety.

Complaints and further information

If you have questions or concerns about how your information is used, please contact the Data Protection Officer:

Email:        This email address is being protected from spambots. You need JavaScript enabled to view it. 
Phone:      01905 722233

Postal address:  

Data Protection Officer
Worcester City Council
The Guildhall
High Street
Worcester
WR1 2EY

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO):

Website:   https://www.ico.org.uk 

Phone:      0303 123 1113

Postal address:   

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

Changes to this notice

We may update this privacy notice from time to time. The latest version will always be available on our website.