Doncaster Future Parks – Privacy Notice

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

• personal information – such as: your name, address, telephone number, gender, age range, the ward you live in, employment status, and some qualification information.
• special category personal information – such as: your ethnicity and information about whether you have a disability

We collect your information from you directly when you complete and submit a survey to us.

Your information might be used:

• For monitoring purposes - to measure demographics of respondents to ensure feedback received is representative of the views of the residents of Doncaster (provision of this information is optional)
• To enable us to contact you about events we will be holding, where you can be involved in influencing future plans in relation to parks and open spaces.
• To enable us to contact you about volunteering and engagement opportunities in relation to parks and open spaces

Where we use your personal information to monitor the demographic of respondents we process your data because it is necessary for the performance of a public task. To process your special category data we rely on substantial public interest for equality of opportunity or treatment purposes.

The Council collects and uses your information to contact you about volunteering or attending future events in relation to park based activities, on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you by emailing GetDoncasterMoving@doncaster.gov.uk 

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 this processing we may need to share your information with:

Project Partners

Kilham Lane green space:

• Cantley with Branton Parish Council (CWBPC) are project partners in relation to volunteering and engagement opportunities.  They operate with their own privacy notice which can be found here https://www.cantleywithbrantonparish.co.uk/public/images/policies/GDPR_Privacy_Notice_June_2018web.pdf

All other parks/green spaces

• Project Partners - The Conservation Volunteers (TCV) who are project partners in relation to volunteering and engagement opportunities within green spaces across Doncaster. They operate with their own privacy notice which can be found here: https://www2.tcv.org.uk/files/partnerships/tcv-privacy-notice.docx  

• Microsoft - To collect your data we use software provided by Microsoft – Microsoft Forms. As data is stored in their data centre, which is in the Cloud, to provide this service they act as a data processor on our behalf. If you wish to see more information regarding the processing of personal data by Microsoft, please access their Privacy Statement here.

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.  In certain cases we may also share your information with other individuals and organisations. For example, 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. 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
For demographic purposes to ensure feedback received is representative of the residents of Doncaster	5 years
To enable us to contact you about events we will be holding, where you can be involved in influencing future plans in relation to parks and open spaces.	2 years or until you withdraw your consent and ask us to stop processing for this purpose.
To enable us to contact you about volunteering and other engagement opportunities in relation to parks and open spaces	5 years or until you withdraw your consent and ask us to stop processing for this purpose.

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 right of 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