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Other privacy notices

Communications privacy notice

The following privacy notice applies to Communications and Print and Design services.

This notice explains how personal information is going to be used, what it is used for, who it might be shared with and why and for how long it is to be kept.

What information is collected?

  • Data for mail merges, including name and address
  • Data from surveys, including name, address or neighbourhood, age or date of birth, gender, ethnic origin, sexual orientation, email address, telephone number(s)
  • Data from competition entries, including name, address or neighbourhood, age or date of birth, gender, email address, telephone number(s)
  • Data from outdoor event and street party requests, including name, address or neighbourhood, age or date of birth, email address, telephone number(s)
  • Films and photographs of individuals

Why do we collect your personal information?

  • Deliver services and support to you
  • Manage those services we provide to you
  • Train and manage the employment of our workers who deliver those services
  • Help investigate any worries or complaints you have about your services
  • Keep track of spending on services
  • Check the quality of services

Data Controller

Crawley Borough Council is registered as a Data Controller with The Information Commissioner’s Office (Registration Number Z5327706).

The council (CBC) complies with The Data Protection Act 2018 and the GDPR.

We ensure that your personal data is processed fairly, kept safe and secure and retained for no longer than is necessary.

The Data Protection Officer for CBC is Head of Legal and Democratic Services. 

If you have any concerns or questions about how we look after your personal information please contact the Data Protection Officer.

The legal basis for processing personal data

  • Consent of the data subject
  • Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
  • Processing is necessary for compliance with a legal obligation
  • Processing is necessary to protect the vital interests of a data subject or another person
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

The legal basis for processing special category data

  • Processing relates to personal data which are manifestly made public by the data subject
  • Processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent

Who we share data with

We pass data to:

  • Internal departments
  • Central Government
  • Other third-party organisations, as allowed by law.
  • Other partner agencies that provide services on our behalf.
  • Agencies with whom we have a duty to co-operate, such as the police.

We will not share data with third-parties for marketing purposes.

Retention periods

Personal data will not be retained for longer than necessary in relation to the purposes for which they were collected.

Data from mail merges will be retained until the administrative purpose for its use has been fulfilled.

Data from surveys will be retained until the legal/administrative purpose for its use has been fulfilled.

Data from competition entries will be retained until the administrative purpose for its use has been fulfilled.

Data from outdoor event and street party requests will be retained until the legal/administrative purpose for its use has been fulfilled.

Film and photographs will be retained from the date permission is granted until the film/photograph is disposed of.

Rights

You have the right to:

  • Be informed of data processing (which is covered by this privacy notice)
  • Access your personal information (known as a Subject Access Request)
  • Have inaccuracies corrected
  • Have information erased
  • Restrict processing
  • Data portability
  • Intervention in respect of automated decision making/profiling
  • Withdraw Consent (see below)
  • Complain to the Information Commissioner’s Office (See below)

To exercise any of these rights please contact the Data Protection Officer.

Withdrawal of consent

The lawful basis upon which CBC processes personal data is set out in this notice. However, where personal data is solely processed on the basis of consent, you will have the right to withdraw that consent.

Where can I get advice?

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer.

For independent advice about data protection, privacy and data rights, you can contact the Information Commissioner’s Office (ICO):

  • Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire DK9 5AF
  • Tel:  0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
  • Visit ico.org.uk
  • Email casework@ico.org.uk