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 is Francesca Whyley who 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)

Sports Pitch and Pavilion Hire

 

 

 

Football and Cricket Pitch hire

  • Identity Data
  • Contact Data
  • Transaction Data

 

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

Pavilion hire

  • Identity Data
  • Contact Data
  • Transaction Data

 

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

Tree works

 

 

 

Quote for Private Tree Works

  • Identity Data
  • Contact Data
  • Transaction Data

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

Cemeteries

 

 

 

Management of burial plots.

 

e.g. Plot purchase, New grave applications, Transfer of ownership, Application to open a grave, Application to scatter ashes etc.

  • Identity Data
  • Contact Data
  • Transaction Data

 

 

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.

Redhill or Carlton Cemetery Chapel Hire

  • Identity Data
  • Contact Data
  • Transaction Data

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

Allotments

 

 

 

Tenancy Agreements For Allotment Plots

  • Identity Data
  • Contact Data
  • Transaction Data

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

Grounds Maintenance

 

 

 

Agreements to provide Grounds Maintenance services to third parties

  • Identity Data
  • Contact Data
  • Transaction Data

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.

Volunteering

 

 

 

Induction form for volunteers

  • Identity Data
  • Contact Data
  • Special Category Data (Health)

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.

Licence agreements for use of GBC land

 

 

 

Use of GBC Land for Outdoor Events

  • Identity Data
  • Contact Data

 

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.

Contractors and Suppliers

 

 

 

Contractor Quotes

  • Identity Data
  • Contact Data

 

6 years

Article 6(1)(b) processing is necessary for the performance of our contract with you.

Contractor induction

  • Identity Data
  • Contact Data

 

7 years after any obligation of the contract end

Article 6(1)(b) processing is necessary for the performance of our contract with you.

New Supplier

  • Identity Data
  • Contact Data
  • Financial Data
  • Transaction Data

7 years after any obligation of the contract end

Article 6(1)(b) processing is necessary for the performance of our contract with you.

Health and Safety conditions

  • Identity Data
  • Contact Data

 

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.

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