Cookie and Privacy statement
The Nottinghamshire Fire and Rescue Service website does not automatically capture or store personal information, other than logging the user's IP address and session information, such as the duration of the visit and the type of browser used. This is recognised by the web server and is only used for system administration and to provide statistics that Nottinghamshire Fire and Rescue Service uses to evaluate the use of the site.
Online forms on our website have a short privacy statement you can read before you enter any data.
Last checked: June 2023
Nottinghamshire Fire and Rescue Service (NFRS) is committed to protecting your personal information. This privacy notice explains how we use your information and how we protect your privacy. The processing of personal data is covered by the Data Protection Act 2018 and the UK General Data Protection Regulation.
On this page, we describe what personal data we use and why, and your information rights.
Why we collect your personal information
We use personal information about members of the public, businesses, and organisations to provide fire prevention, fire protection, and emergency services to the communities that we serve. We also collect and use personal information relating to our own staff.
- Firefighting, responding to road traffic accidents and other emergency situations
- Identifying risk areas, taking referrals, and carrying out home safety visits
- Fire investigations at homes, businesses, and public areas
- Fire prevention awareness, advice, assistance, and events
- Fire safety concerns, advice, inspections, and enforcement actions for businesses and some types of shared accommodation. Fire safety inspectors sometimes use body-worn video cameras to help with their inspections
- Improving community safety
- Reducing arson
- Responding to community emergencies
- Planning our services, and checking the quality and effectiveness of our services.
- Maintaining our own records and accounts
- To check our services meet legal duties, including diversity and equality of opportunity
- To get your feedback about our services
- Supporting and managing our staff and helping with workforce planning.
- For firefighter and support staff pensions
- CCTV on our buildings and vehicles for the investigation of emergency incidents, and for prevention and detection of crime
- Investigating complaints about our services
Legal reasons for using your personal data
All the reasons we use your personal data meet at least one of the following legal reasons:
- To carry out our public duties of a Fire and Rescue Service from the Fire and Rescue Services Act 2004
- To meet our duties under the Equality Act 2010
- To work with other public organisations such as the police, ambulance service, and local councils for public safety including community emergency responses under the Civil Contingencies Act 2004
- For the investigation, detection, and prevention of crime or if we are required to do so by law
- To protect someone from danger from themselves or others. This could be a danger to you, people around you, our staff, or staff in other services like the Police or Ambulance Service
- Explicit consent for activities that help use our public power of improving general community safety
- For staff recruitment, employment, or social security reasons
Data we may collect about you
To deliver our services effectively, we may need to collect and process personal data about you. Personal data refers to any information about a living individual who can be identified. We will never use your data for third-party marketing.
We collect data using:
- Online forms to use our services
- Personal contact including visits and events
- Letters and paper forms
- Large sets of information, like census information
We collect and use different kinds of information, including:
For taking 999 calls and responding to emergencies:
- Incident details, including location
- What services have been provided
- Recording of 999 calls.
- Type of household, e.g., single occupant, children
- Information about buildings that might affect how we respond to an emergency, for example, stored flammable goods
- Any specific communication needs for 999 calls (Pegasus scheme)
- Specific risks, for example, large amounts of fuel stored at a property
For community emergency response and recovery with other agencies:
- Needs of specific households, e.g. need for evacuation or delivery of specific items.
- Type of household and any specific needs, e.g. single occupant, children, general health vulnerability.
For advising on fire risks at home:
- Personal details – for example, name, age, address
- Contact information
- Physical or mental health details
- Lifestyle and social circumstances relating to fire risk or other high risks
- Opinions and decisions on fire safety
- What services have been provided
To identify community fire risks:
- Locations of fire-related incidents
- Addresses of fire-related risks, e.g., occupiers over 65, use of home oxygen, threats of arson
- Neighbourhood characteristics information (like census information)
- Types of electrical items involved in fires
For business fire safety advice and enforcement action:
- Contact information
- Licenses, certificates held
- Opinions and decisions on fire safety
To check our services meet legal duties, including for diversity and equality of opportunity:
- Age group
- Gender identity
- Racial or ethnic origin
- Religious or other beliefs
- Sexual orientation
When you make an information request or make a complaint:
- Contact information.
- Details of your request or complaint.
How we protect your information
We are committed to keeping your personal data safe. We have physical, electronic, and organisational procedures to protect and safely use the information that we hold about you. These include:
- Secure work areas
- Information security training for our staff
- Access controls on information systems
- Encryption of personal data
- Testing and checking security controls
- Checking privacy when we change how we use or store personal information
- Written contracts with companies we use for storing information
Where we use more sensitive data, like health information, we protect this information with extra controls.
We use anonymised data wherever we can, so individuals can't be identified.
Our commitments are in our Data Protection policy.
Who might we get your personal information from?
- Your family members, employer, or representative
- Your landlord
- Other public bodies such as the police, ambulance service, local councils, and the NHS
- Charities and support services to who you have given permission to share your information for fire safety reasons
- Other organisations such as companies with who you have given permission to share your information for security or key holding purposes
- Office of National Statistics and other neighbourhood data providers
Who do we share your personal information with?
Sometimes, we share personal information about you with others. These organisations include, but are not limited to:
- Other blue light emergency services, for example, police and ambulance so we can respond to incidents
- Public utilities, for example, to cut off a gas supply in an emergency.
- Local councils, if we have serious concerns about your wider safety that a local council can help with. Also, electrical item safety.
- Local Resilience Forum organisations (e.g. Councils, Health, Utilities), if we are part of an emergency response
- NHS, if needed for public health
- Welfare organisations, if you agree to your information being shared
- Central government, for example anonymised information about our activities used for national fire statistics
- Courts and law enforcement, prosecuting authorities, solicitors
- Insurance companies and loss adjusters where they are authorised to act on your behalf following an incident at your property
- For staff, employee assistance programmes, and pension providers
Information will only be shared when it's strictly necessary, to help us meet a legal duty, you agree, or it's fair to share under another data protection reason. You may have the right to refuse.
We use some commercial companies to store and manage your information on our behalf, for example, we use Microsoft 365. Where we do this, there is always a contract to ensure that the requirements of the GDPR on handling personal data are met.
How long do we keep your information?
We only keep your information for as long as we need it. This is to meet our legal responsibilities and best practice reasons. For example, we keep home safety check records and finance information for eight years, we keep unsuccessful recruitment information for one year, and we keep 999 call recordings for six months unless we need them longer for criminal investigations.
Automatic decision making and use of information to assess the risk of fire safety
NFRS uses an online questionnaire to ask for home fire safety advice. Your answers are used to provide you with standard fire safety information or to offer you a personalised fire risk check and advice. You can contact us to consider your personal situation if you're unhappy with the information or offer of a personalised fire risk check.
NFRS uses information about communities that may put households at higher fire risk. For example, NHS England, the Royal College of General Practitioners, and fire and rescue services in England work together to share information to allow fire service staff to offer Home Safety Checks for people who have a higher risk of experiencing a house fire. This is by sharing data that lets NFRS identify the home address of people over 65 so we can offer home fire safety checks to households identified with a possible higher fire risk. Visit their website if you want more information about how NHS England uses and shares your information.
Your information rights
In general, you have the right to request that NFRS:
- Provide a copy of your personal information
- Correct any errors in your personal information and restrict processing until completed.
- Object to our use of your information, where we don’t need your information for our legal duties
- Erase personal information. We would usually refuse to delete home safety advice records before the usual eight years that we keep these
- Delete your data, if you withdraw consent, if consent was used as the legal basis for holding your data
- To be informed of automated decision making, including profiling for the service
Where possible we will try to meet your request but we may need to hold, retain or process information to comply with a legal duty.
If you want a copy of, or a description of, the personal data we hold that relates to you, please ask in writing, by letter or email, or phone us. You can use our Personal information request form. Please be as specific as possible about the information you want.
If you are requesting information on behalf of someone else which they've agreed to, please use our information request form.
We will reply with your information within one month of receipt. There are some lawful restrictions on the information we send you, for example, other people's personal information.
You may be entitled to correction, restriction, objection, and erasure of your personal information depending on if we have to keep that information to meet our other legal duties.
Please send your request:
Post: Subject Access Request, Corporate Services, Nottinghamshire Fire and Rescue Service, Joint Headquarters, Sherwood Lodge, Arnold, Nottingham, NG5 8PP
Phone: 0115 838 8100
How to complain
If you want to complain about your personal information rights please contact the NFRS Data Protection Officer:
Post: Data Protection Officer, Corporate Services, Nottinghamshire Fire and Rescue Service, Headquarters, Sherwood Lodge, Arnold, Nottingham, NG5 8PP
If you're not happy with how we deal with your personal information complaint you can then complain to the Information Commissioner's Office (ICO). The ICO is an independent body set up to uphold information rights in the UK. They can also provide advice and guidance and can be contacted through their website: www.ico.org.uk, or live chat at ico.org.uk/livechat, or their helpline on 0303 123 1113, or in writing to:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Keeping this privacy notice up to date
We continually review and update this privacy notice to reflect changes in our services and feedback from service users, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date at the top of this notice.
Review date: April 2024