Privacy notice
COVID-19 Information Collection
As the Council reopens its buildings we will collect additional information at the point of entry to assist NHS Test and Trace Service in relation to COVID-19 and following current Government Guidance. On entry to the premises the following information will be collected.
Name, contact details (phone number, email address or address) and time and date of visit.
This information will be held for 21 days after which it will be securely destroyed.
This information will only be shared with NHS Test and Trace Service should they contact the Council and request information in response to a COVID-19 outbreak. The information will not be used for any other purpose or shared with anyone other than NHS Test and Trace.
Privacy Notice – Community Relations
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 Community Relations 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].
- Financial Data includes [bank account and payment card details].
- Transaction Data includes [details about payments to and from you and other details of products and services you have purchased from us].
- Usage Data includes [information about how you use our website, products and services].
- Marketing and Communications Data includes [your preferences in receiving marketing from us and our third parties and your communication preferences].
- 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).
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) |
|
|
Delivering community projects
|
|
6 years |
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. |
|
|
Consultation |
|
Major policies 5 years Minor policies 1 year |
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. |
|
|
Health referrals (e.g. Social Prescribing: Reducing Isolation in Gedling) |
|
6 years after expiry |
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 at. |
|
|
Community centre bookings and hire |
|
6 years after 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 your booking. |
|
|
Events hire e.g. Stall holders and entertainers |
|
6 years after last hire |
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 booking. |
|
|
Incident forms |
|
Adult – 3 years after closure Child – 25 years after closure |
Article 6(1)(c) processing is necessary to comply with a legal obligation which the Council is subject to. Special Category Personal Data – Article 9(2)(a) you have given explicit consent. You can withdraw your consent at any time by contacting us. |
|
|
Customer communications |
|
General communication - 1 year Serious complaints – 3 years |
Article 6(1)(a) consent You can withdraw your consent at any time by contacting us.
|
|
|
Mailing lists and newsletter |
|
Until consent withdrawn |
Article 6(1)(a) consent – We always ask for your consent to be added to the mailing list. You can withdraw your consent at any time by unsubscribing from emails or contacting us. |
|
|
Members Community Initiatives Fund – grants made by Elected Members to community and voluntary groups providing benefit in Gedling Borough |
|
Reviewed every 5 years and removed if no longer current |
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. | |
|
Induction form for volunteers |
|
Length of volunteering |
|
|
|
Holiday Activity and Food Grant Applications |
|
3 Years |
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)(g) processing is necessary for reasons of substantial public |
What We Do With Your Personal Data
We will use your personal data to:
- Deliver our contract to provide community centre hire and facilities to you;
- To provide any of the purposes listed in the table above in order to comply with a legal obligation which the Council are subject to;
- To provide any of the purposes listed in the table above which are a public task carried out by the Council;
- Contact you with regard to any matter arising from the purpose listed in the table above; and
- Keep you informed of news and forthcoming events occurring within the borough. (where you have indicated your agreement to this).
In some circumstances we may require further information from you, this maybe to allow us to make reasonable adjustments to enable you to attend our facilities or events. If this includes information about your racial or ethnic origin, political opinion, religious or philosophical beliefs, trade union membership, physical or mental health, sex life or sexual orientation, such information is Special Categories Data. We will only be used by us, with your explicit consent. We will not share or disclose it to others. 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 we may not be able to process your request if you do this.
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.
Mailing List, Marketing and Promotions
When subscribing to our mailing list we only ask for your email address, your first and surname. This is used to send you our update emails, to keep you informed about community events and services within the Borough. You can unsubscribe at any time by clicking the link at the bottom of any email or contacting us. Please note that our update emails may include advertising for third parties this content is provided to us by the third party. Your personal information is not shared with third parties for marketing purposes.
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.
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. Community Centre hire) 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