Doncaster Tree Challenge 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, address, telephone number, email address, land ownership information

We collect your information from you directly by asking you to complete one of our online forms and when you contact us to make an enquiry, complaint or participate in a consultation. We may collect information from HM Land Registry, or the Rural Payments Agency.

Your information might be used to: Record your interest in tree planting or woodland creation and relevant advice and guidance. Provide relevant information to you on tree planting or woodland creation or other biodiversity or land use issues.

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

Personal Data Activity	Legal basis - GDPR Article 6	UK Legislation
Record your interest in tree planting or woodland creation and relevant advice and guidance. Provide relevant information to you on tree planting or woodland creation or other biodiversity or land use issues.	(1)(e) to do so 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	Environment Act 2021

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. For the Tree Challenge we may need to share your information with:

• Other Council officers when we may need to check on related land use or property ownership issues, for example Property Service, Planning, Highways.
• Other Council officers when we are supporting funding applications, Environmental Impact Assessment, or planting scheme design, for example, Biological Records Centre, Ecologists.
• Other Council officers when promoting other natural environment and biodiversity issues such as Biodiversity Net Gain, Local Wildlife Sites, Local Nature Recovery Strategy.
• Other agencies where we have a particular partnership or shared initiative involving with tree planting, woodland creation, and other natural environment and biodiversity issues. Key partners include
• South Yorkshire Woodland Creation Partnership hosted by Sheffield & Rotherham Wildlife Trust
• Yorkshire Wildlife Trust
• Woodland Trust
• Forestry Commission
• Yorkshire Wildlife Trust
• Natural England
• DEFRA

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.

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information or transfer the information for historical preservation.

We will keep your information for only so long as is necessary – the table below sets out typical timescales for each activity:

Activity	Time information kept for
All activities in relation to the Tree Challenge	10 years from the closure of your enquiry

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