How we use your information during an emergency
If you have had to leave your home because of an emergency, we will ask you for some information when you arrive at a rest centre or evacuation point. This notice explains what we ask for, why we ask for it, who we share it with, and how long we keep it.
We only ask for what we need to keep you safe and look after you. You can ask a member of staff if anything is not clear.
Who we are
The local authority is the data controller for the information you give us at a rest centre or evacuation point. We work closely with the emergency services and other partners during an incident, and they may also hold their own records.
This local authority shares services as such your records will be held with the local authority for the physical area you are being evacuated from.
Cannock Chase District Council is the data controller for all evacuations in Cannock, Hednesford, Rugeley and surrounding areas.
Stafford Borough Council is the data controller for all evacuations in Stafford, Stone and surrounding areas.
What we ask for, why, and how long we keep it
The table below sets out the main information we may ask for. We will only ask for what is relevant to your situation.
| What we ask for | Why we ask for it | How long we keep it |
|---|---|---|
| Your name and date of birth | So we know who has been evacuated, can account for everyone safely, and can reunite families | Up to 6 years after the incident closes, then securely destroyed |
| Home address | To match you to the affected area, plan your return home, and arrange alternative accommodation if needed | Up to 6 years after the incident closes, then securely destroyed |
| Contact number or email | To keep you informed during and after the incident, and to contact you about returning home | Up to 6 years after the incident closes, then securely destroyed |
| Emergency contact details | So we can let someone know you are safe, or contact them on your behalf if needed | Up to 6 years after the incident closes, then securely destroyed |
| Languages spoken | To enable access to translation services | Up to 6 years after the incident closes, then securely destroyed |
| Household members with you | To keep families together, identify missing people, and plan suitable accommodation | Up to 6 years after the incident closes, then securely destroyed |
| Health conditions, gender, disabilities and mobility needs | To make sure you get the right care, accommodation, equipment, medication and accessible accommodation while in our care | Up to 6 years after the incident closes, then securely destroyed |
| Medication you are taking and GP details | So we can help you keep taking it safely, and arrange medication supply if you had to leave without it | Up to 6 years after the incident closes, then securely destroyed |
| Dietary needs (including religious or medical) | To make sure the food we provide is safe and appropriate for you | Until you leave our support / rest centre |
| Pets you have brought with you | To arrange suitable care, food and shelter for them | Until you leave our support / rest centre |
| Vehicles you own, rent or look after | To arrange access and support you with insurance claims | Until you leave our support / rest centre |
| Anything that affects your safety (such as injuries, domestic abuse, safeguarding concerns) | So we can keep you safe, place you appropriately, and involve the right specialist services | Shared with relevant services straight away; we hold a record for up to 6 years in line with safeguarding rules |
Why we do not always ask your permission first
In an emergency, asking everyone for written permission before recording their details would slow things down and could put people at risk. The law lets us collect and use your information without your consent when we need to:
- protect your life or someone else’s life (for example if you are injured, unconscious or in shock)
- carry out our legal duties as a Category 1 Responder under the Civil Contingencies Act 2004
- respond to a civil emergency and look after people affected by it
- safeguard children and adults at risk
The legal bases we rely on are UK GDPR Article 6(1)(d) (vital interests) and (e) (Public interest) for personal data, and Article 9(2)(c)(Vital interests) and (g)(Substantial public interest) for sensitive information such as health needs, together with Schedule 1 paragraph 17 of the Data Protection Act 2018, which covers responding to a civil emergency.
How we keep your information safe
Paper forms are kept securely at the rest centre and returned to the council afterwards.
Electronic records are held on secure council systems with controlled access.
When we no longer need your information, we destroy it securely within the timelines in section 2.
Who we share your information with
We only share what is necessary, with people who need it to help keep you safe.
| Who we may share it with | Why we share it |
|---|---|
| Police, Fire and Rescue, Ambulance, NHS | To respond to the emergency, find missing people, treat the injured, and keep everyone safe |
| Other local authorities | If you live in or are sent to another area, so they can continue to look after you |
| Adult social care and children’s services | If you or someone with you may need extra support or safeguarding |
| British Red Cross, St John Ambulance and other support agencies | To help us provide welfare, comfort and practical support at the rest centre |
| Police Casualty Bureau | To help worried family and friends find out you are safe. |
| Resilience Direct | To help responders find people at risk and minimise harm |
Your rights
You have rights over the information we hold about you, including the right to:
- ask to see what we hold about you
- ask us to correct anything that is wrong
- ask us to delete information we no longer need
- complain to us, or to the Information Commissioner’s Office, if you are unhappy with how we have used your information
Some of these rights are limited during a live emergency, because we may need to keep using your information to keep you and others safe.
How to contact us
If you have questions about how we have used your information, please contact:
Emergency Planning Team: civilcontingencies@cannockchasedc.gov.uk
Information Commissioner’s Office: 0303 123 1113 or www.ico.org.uk
Updates to this notice
This notice was last updated on 7 July 2026.
Changes and amendments to this notice will be published in the event of:
- a routine review every 5 years
- changes to the law
- changes to guidance or significant public enquiries
- a major incident identifying lessons to be learned