- What personal information do we collect?
-
We collect and process a range of information about you. This includes
- your name, address, contact details, including email address and telephone number
- information you provide to us as part of your application to hold an event on our land
- information you provide to us as part of a licensing application or Temporary Event Notice submission
- financial information such as payment details
In most cases this information is provided by you when making an enquiry about a service or in connection with an ongoing relationship.
- Why do we process personal data?
-
We need to process data for the performance of a contract with you. For example, we need to process your data to provide you with a service listed above, or in order to take steps at your request, prior to entering into a contract for these services.
We also have statutory duties which require us to process your data to fulfil these responsibilities.
- Who has access to your personal data?
-
Where necessary your information will be shared with the parties set out below for the purposes stated above.
- Other council departments, including customer services and finance
- Contractors and other third parties working on our behalf
If you are planning to hold an event on Council land and/or an event to which the public are invited, the arrangements for that event need to be discussed by the Runnymede Safety Advisory Group, your information, including that in any event plans or similar event-related documents might be shared with other government bodies including:
- The Emergency Services ( Surrey Police, Surrey Fire and Rescue Service and South East Coast Ambulance Service ), regarding your plans for public safety and action in the event of an emergency
- Surrey County Council, regarding any impact of your event on the Highway
- Applied Resilience – Runnymede BC’s consultant regarding matters of emergency planning
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 our third-party service providers 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 and data protection laws. They are also obliged to implement appropriate technical and organisational measures to ensure the security of data.
We will not transfer your data to countries outside the European Economic Area.
- How do we protect personal data?
-
We take the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Data will only be processed by members of staff authorised by us for this purpose. Access to our systems is limited to members of the team whose job role requires access to the personal data.
- How long do we keep your personal data?
-
Information relating to event bookings, events and the Safety Advisory Group is held for 6 years after the end of the contract.Information relating to event bookings, events and the Safety Advisory Group is held for 6 years after the end of the contract.
- Your rights
-
As a data subject, you have a number of rights, including access to your data. A request for access can be made via our website or by sending an email to foi@runnymede.gov.uk
To find out more about your rights please see the ‘Your Rights’ section of our main privacy statement
If you believe that Runnymede Borough Council has not complied with your data protection rights, you should initially try to resolve it with the relevant department.
If you are unable to resolve the issue to your satisfaction contact our Data Protection Officer (DPO) who will investigate. If you remain dissatisfied with the outcome of the DPO’s review you can make a complaint to the Information Commissioner. You can find out further information on making a complaint to the Information Commissioner on their website Information Commissioner's Office (ICO)