Communications and Marketing Privacy Notice
Newark and Sherwood District Council | Castle House, Great North Road, Newark, Notts, NG24 1BY | 01636 650000 | privacy@newark-sherwooddc.gov.uk
The UK Data Privacy legislation, give individuals the right to be informed about how organisations use their personal data. This information is provided in the form of a Privacy Notice. This privacy notice relates to personal data collected and held by the Communications and Marketing Business Unit at Newark and Sherwood District Council.
Newark and Sherwood District Council is registered as a Data Controller under the Data Protection Act 2018 (registration number: Z4973840).
Who we are
The Communications and Marketing Business Unit is responsible for communicating Council information to residents, whether that be statutory information relating to Council services or marketing information relating to its heritage, culture and arts facilities.
The type of personal data we process
We may collect the following information as part of our day-to-day activities or special events. This information will have been provided by the individual with the reason for collection ascertained at the point of submission:
- name (including aliases used on social media)
- address
- contact number
- reasons why you have contacted us
- details of the contacts we have had with you
- tenancy dates for Council Tenants
- photographs
- film
- details about specific information you wish to receive
How we collect information about you
We collect information by the following means:
- online i.e. our website and social media platforms
- via email
- over the telephone
- by paper correspondence
- in person (face-to-face)
How do we use the information
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- to receive, respond and manage enquires from the public, media, and businesses
- to manage information to ensure the smooth operation of services and events
- to create a mailing list to send you a copy of District Council Newsletters
- to send you details about specific events, activities or consultation that we believe is relevant to you
- to use data to target research at specific customer groups and to then profile results by categories of users
- to collate information to run reports to monitor themes and identify key trends
- to distribute information to you in all formats that you have provided consent to receive
- to communicate with residents via social media
- to communicate with you in matters of public interest such as in emergency situations affecting the district of Newark and Sherwood
- for the prevention and detection of crime or fraud
- to use on information for promotional or communication purposes, for example to accompany the issue of media releases in hard print and digital forms or to promote an activity on social media, to use in printed and digital communication or promotional material
Who will we share your personal data with?
We may share your information with the following third parties for the reasons detailed above:
- other District Council Departments
- other Council’s such as Nottinghamshire County Council
- our service providers such as our email service provider
- third party contractors i.e. Print companies
- Police and other blue light services
- media outlets for use alongside media releases such as the Newark Advertiser
- social media platforms
We may be required to disclose information about you in other specific situations such as:
- where we are required to disclose information by law
- when disclosing the information is required to prevent or detect crime
- when disclosure is in the vital interests of the person concerned
- we will not sell or rent your information to third parties. We will not share your information with third parties for marketing purposes.
The law we use to process your personal information
We need to process your data in order to ensure that the services we are providing meet our statutory and legal obligations, are fit for purpose, efficient and effective. Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the lawful bases we rely on for processing this information, as outlined in the Act, as:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting pr@newark-sherwooddc.gov.uk
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
How we store and how long we keep information about you
Your information is securely stored.
We will hold your personal information indefinitely. The exception to this is outlined in our Court Proceeding Protocol which explains how data used in relation to court proceedings is held for a limited period only.
When we produce any material such as a leaflet or social media post that includes your data, for example a photograph of you, this information then becomes publicly available. Once it is publicly available, it will always remain as such and therefore could be stored, used or shared by third parties.
Your data protection rights
Under data protection law, you have rights including:
- your right of access - You have the right to ask us for copies of your personal information.
- your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. We may not be able to agree to erasure, if this occurs we will explain why your request has not been actioned.
- your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances. For example, if you think we are processing your data unlawfully, you can request that any processing is suspended whilst this is investigated.
- your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
- your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at privacy@newark-sherwooddc.gov.uk if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at privacy@newark-sherwooddc.gov.uk
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113