PASC Privacy Notice
Privacy Notice – Parks and Street Care
Gedling Borough Council respects your privacy and is committed to protecting your personal data. This privacy notice explains how we will look after the personal data you may disclose to us in relation to providing Parks and Street Care services.
It is important that you read this privacy notice together with any other privacy notice or fair processing notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
The Data Controller
Gedling Borough Council is the Data Controller for any personal data you give to us. Our full details are:
Gedling Borough Council
Civic Centre
Arnot Hill Park
Arnold
Nottingham
NG5 6LU
Telephone: 0115 901 3901
Email: enquiries@gedling.gov.uk
Data Protection Officer
The Council’s Data Protection Officer can be contacted at the address above or by email to dataprotectionofficer@gedling.gov.uk
What Personal Data We Collect
Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
- Identity Data includes [first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender].
- Contact Data includes [billing address, delivery address, email address and telephone numbers].
- Transaction Data includes [details about payments to and from you and other details of products and services you have purchased from us].
- Marketing and Communications Data includes [your preferences in receiving marketing from us and our third parties and your communication preferences].
Unless you are volunteering with us we do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
The data we collect depends on the purpose for which the data is collected.
Purpose/Activity |
Type of data |
How long we keep your data |
Lawful basis for processing (GDPR Article) |
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Sports Pitch and Pavilion Hire |
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Football and Cricket Pitch hire |
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7 years after last booking |
Article 6(1)(b) processing is necessary for the performance of our contract with you. Without it we will not be able to process pitch hire application |
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Pavilion hire |
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7 years after last booking |
Article 6(1)(b) processing is necessary for the performance of our contract with you. Without it we will not be able to process pavilion hire application |
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Tree works |
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Quote for Private Tree Works |
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7 years after completion of works |
Article 6(1)(b) processing is necessary for the performance of our contract with you. Without it we will not be able to process pavilion hire application |
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Cemeteries |
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Management of burial plots.
e.g. Plot purchase, New grave applications, Transfer of ownership, Application to open a grave, Application to scatter ashes etc. |
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Application forms will be kept for 6 years **Information relating to the ownership of the plot will be held indefinitely. |
Article 6(1)(b) processing is necessary for the performance of our contract with you. Without it we will not be able to process burial application. Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council. |
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Redhill or Carlton Cemetery Chapel Hire |
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7 years |
Article 6(1)(b) processing is necessary for the performance of our contract with you. Without it we will not be able to process chapel hire application |
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Allotments |
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Tenancy Agreements For Allotment Plots |
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7 years |
Article 6(1)(b) processing is necessary for the performance of our contract with you. Without it we will not be able to process your allotment tenancy agreement |
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Grounds Maintenance |
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Agreements to provide Grounds Maintenance services to third parties |
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7 years |
Article 6(1)(b) processing is necessary for the performance of our contract with you. Without it we will not be able to provide grounds maintenance services. |
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Volunteering |
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Induction form for volunteers |
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Length of volunteering |
Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council. Special Category Personal Data – Article 9(2)(a) you have given explicit consent. You can withdraw your consent at any time by contacting us. |
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Licence agreements for use of GBC land |
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Use of GBC Land for Outdoor Events |
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Application forms kept for 7 years. *Licence agreements for the use of GBC land 16 years after all obligations under the licence end |
Article 6(1)(e) processing is necessary for the performance of a task carried out in the public interest by the Council or in the exercise of official authority vested in the Council. |
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Contractors and Suppliers |
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Contractor Quotes |
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6 years |
Article 6(1)(b) processing is necessary for the performance of our contract with you. |
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Contractor induction |
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7 years after any obligation of the contract end |
Article 6(1)(b) processing is necessary for the performance of our contract with you. |
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New Supplier |
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7 years after any obligation of the contract end |
Article 6(1)(b) processing is necessary for the performance of our contract with you. |
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Health and Safety conditions |
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7 years after any obligation of the contract end |
Article 6(1)(b) processing is necessary for the performance of our contract with you. |
What We Do With Your Personal Data
We will use your personal data to:
- Deliver our contract to provide goods or services to you;
- To manage cemeteries and burial plots, a public task carried out by the Council;
- Contact you with regard to any matter arising from the purpose;
- Keep you informed of news and forthcoming events occurring within the borough. (where you have indicated your agreement to this).
Unless you are volunteering with us we do not collect any Special Category Personal Data about you however if you choose to provide information relating to your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data within your correspondence to us we will only use this information with your explicit consent. The legal basis upon which we do this is set out in Article 9(2)(a) of GDPR (explicit consent). You can withdraw your consent at any time by contacting us.Please note that there may be certain tasks and activities that we cannot allow volunteers to carry out if you do this
If you choose to volunteer with the Council the information provided by you will be shared with the relevant service area of the Council where the volunteering will take place. Your information will only be shared with other areas in the Council where there is a legitimate need to do so and the sharing is compatible with the purpose of your volunteering for example where there is an accident or injury during the course of your volunteering your information may need to be shared with the Council’s Health and Safety and Insurance teams to ensure that a correct record is kept and that any necessary procedures are followed. There may also be occasions where money is to be reimbursed to volunteers in this case your information will need to be shared with the Council finance department.
How Long We Keep Your Personal Data
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.
Details of retention periods for different aspects of your personal data are set out in the table above.
For the purposes of the mailing list we will keep your information until you unsubscribe.
Who We Share Your Data With (Third Parties)
In order to provide you with a good service we may have to share your personal data with our partner agencies providing services on behalf of Gedling Borough Council. We may also share your data with our software providers to be able to provide I.T support to our computer systems.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow third-party service provider to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Gedling Borough Council will not sell, assign, disclose or rent your personal data to any other external organisation or individual unless required to do so by law.
Protecting Your Personal Data
We are committed to ensuring that your personal data is secure. In order to prevent unauthorised access or disclosure, we have put in place appropriate technical, physical and managerial procedures to safeguard and secure the information we collect from you. We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
International Transfer of your Data
We do not transfer or process data outside the European Economic Area unless we have your specific consent or where the nature of the processing requires it (for example, because you have chosen to use an email or other communications service which routes data outside the EEA).
Your Rights
You are in complete control. You can object or withdraw your consent to the use of your personal data at any time. Though in some cases we may not be able to provide your requested service (e.g. private tree works) where the information processing is an integral part of the service. We will tell you if this is likely to be the case.
Subject to some legal exceptions, you have the right to:
- request a copy of the personal information Gedling Borough Council holds about you;
- to have any inaccuracies corrected;
- to have your personal data erased;
- to place a restriction on our processing of your data;
- to object to processing; and
- to request your data to be ported (data portability).
To learn more about these rights please see the ICO website.
Please address any such requests to the inforequest@gedling.gov.uk
Complaints
If you are dissatisfied with the way your personal data is being used by the Council we would ask that you contact the Data Protection Officer in the first instance so that we can deal with your concerns. You have the right to complain at any time to the Information Commissioner's Office, the UK supervisory authority for data protection.
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 (local rate) or 01625 545 745
Fax: 01625 524 510