Borough Strategy – Doncaster Delivering Together - Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:

• personal information – such as: your name, email address, telephone number
• Images of you (photographs and video footage)

We will collect your information from you by email ahead of, and in person during the filming process.

Doncaster Council is working with an external communications and marketing company (Ledgard Jepson) to produce the videos; they act as a processor on behalf of the Council and a contract is in place with them for this processing. We will need to share your information with Ledgard Jepson in order to arrange the filming sessions. The footage captured will then be used to create videos that will sit alongside the new borough strategy. This strategy proposes new ways of working that respond to local needs and opportunities, seeks to reduce inequalities and improve the wellbeing of people and place. Doncaster Delivering Together builds on the borough’s recent successes and has taken on board the views of residents, businesses, voluntary and community organisations, schools, healthcare providers, visitors and developers. The videos will be shared on the Team Doncaster website, social media and other channels, as well as being shared by Team Doncaster partners to promote the strategy.

The legal basis which allows the council to use your information is:

1)(e) to do so is necessary for the performance of a task carried out in the public interest,

2)(g) processing is necessary for reasons of substantial public interest.

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.

As the videos, which will include your name and video footage of you, will be shared on the Council and Team Doncaster’s websites, and on social media platforms, they will be viewable by anyone with access to the internet.

In certain cases we may also share your information with other individuals and organisations. For example, if you make a complaint to your Councillor, or if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

Your information will only be used for the purposes stated (creating and showing the videos) for 1 year. However, for administrative purposes, we will keep your information for 5 years after which we will securely delete the information.

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request on this page of the Council’s website.

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right.

Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

Website: www.ico.org.uk 

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF