Doncaster Events - Privacy Notice

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

• Name, address, role and organisation
• Phone numbers
• Email addresses

We collect your information from you directly e.g. by asking you to complete the online form

The Council collects personal data for the following reasons:

• To enable communication and coordination between partners and event organisers, to help minimise any impact attributed to events. This includes exchanging risk assessments, event plans, and other relevant information.
• To ascertain if an event proposal needs to be submitted to the Event Overview Group. If this is required the contact information of event organisers will be used by this group to arrange for the necessary event proposals to be submitted to it.
• To ensure permission has been given by the Council to event organisers to use Council land/resources for the event
• To ensure the process for approval of road closures under Section 16A of the Road Traffic Regulation Act 1984 is consultative and transparent
• To ensure the event organisers are made aware of their responsibilities regarding the obtaining of a Temporary Entertainment Notice.

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:

Activity	Legal Basis – GDPR Article 6	Data Protection Act 2018	UK Legislation
To enable communication and coordination between partners and event organisers, to help minimise any impact attributed to events. This includes exchanging of risk assessments, event plans, and other relevant information.     To ascertain if an event proposal needs to be submitted to the Event Overview Group. If this is required the contact information of event organisers will be used by this group to arrange for the necessary event proposals to be submitted to it   To ensure permission has been given by the Council to event organisers to use Council land/resources for the event   To ensure the event organisers are made aware of their responsibilities regarding the obtaining of a Temporary Entertainment Notice.   To ensure the process for approval of road closures under Section 16A of the Road Traffic Regulation Act 1984 is consultative and transparent.	1(e) processing is necessary for the performance of a task carried out in the public interest	Section 8 (c) the exercise of a function conferred on a person by an enactment or rule of law	Health & Safety at Work Act 1974, other health & safety legislation including compliance with the Construction (Design and Management) Regulations 2015 (CDM 2015)     Licensing Act 2003   Road Traffic (Temporary Restrictions) Procedure Regulations 1992 (SI 1992/1215)

In most instances the Council will request event organisers to contact the all the appropriate organisations themselves to provide relevant information regarding an event. But the Council may need to share information including event organiser name and contact details with the Event Overview Group (local Safety Advisory Group), other organisations and emergency services when appropriate. For other events the Council may need to pass on information held, individually to other organisations and Emergency Services.

• St Leger Homes of Doncaster
• Doncaster Culture & Leisure Trust
• Local Town and Parish Councils
• South Yorkshire Police
• Yorkshire Ambulance Service
• South Yorkshire Fire & Rescue
• Highways Agency

This list is not exhaustive and other organisations may require information for specific events. Where an event has an impact within adjacent local authority, police or fire service boundaries the information held may need to be passed to those organisations.

The information held on the form will be held for 60 days after the date of the event taking place, or until the date the Council is informed the event is no longer taking place.

If the Council is informed of an incident or personal injury at an event during the retention period as stated above, the information may be retained for a longer period. Where the Council has a potential liability as the owner of the venue/premises of the event, this period will be determined under the Limitation Act 1980 depending on the circumstances of the liability.

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 Subject Rights Procedure on our website, as is how to make a request under one or more of them. You can access 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