‘Walk and Wheels’ Active Travel Social Prescribing Project – Privacy Notice

For the processing to which this notice relates to be carried out the following information will be used:

• personal information – such as: your name, address, telephone number
• special category personal information – such as: your ethnicity, information about your physical and mental health and employment status.

Information will be collected from you directly (e.g. by asking you to complete one of our online forms etc.). It will also be collected from healthcare professionals such as GPs, nurses and other professionals when referring you to the scheme.

Your information might be used to:

• To deliver social prescribed services such as:
    o Cycle training and led rides
    o Led walks (individual and group)
    o Personalised travel planning
    o Bike maintenance
    o Inclusive cycling sessions
    o Cycle Loans
    o Stakeholder engagement events
    o To evaluate and monitor the programme

The Health and Social Care Act 2012 places a duty on local authorities to take steps it feels appropriate to improve the health of people in its area. The processing to which this notice relates contributes to the City of Doncaster Council fulfilling this duty.

The Council relies on Article 6 (1)(e) to process your personal data, as to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority

To process your special category data the Council relies on Article 9 (2)(g), processing is necessary for reasons of substantial public interest.

We sometimes need to share your information within the City of Doncaster 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 programme we are working with project partners who will carry out the processing on behalf of the Council.

Yorkshire Bike Shack – will be carrying out the processing for this project on our behalf, to deliver social proscribed services, they will do this in their role as a data processor. Statistics will be shared with the Council in order for it to monitor the progress and performance of the programme and data will be returned to them once the programme ends. They have their own privacy notice here: https://www.yorkshirebikeshack.org/privacy-policy/.

SYSTRA – will process personal information in order to evaluate and monitor the programme, they will do this in their role as a data processor. They will work with Yorkshire Bike Shack in order to do this, they have their own privacy notice here: https://www.systra.com/uk/doncaster-active-travel-privacy-notice 

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 City of Doncaster Council will never sell your information to anyone else.

Your information will be retained 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
Delivering social prescribed services	Information will be retained by the data processor for the duration of the pilot, after which it will be returned to the Council for disposal.
Monitoring and evaluating the programme	The data will be retained by the processor until July 2026.

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 City of Doncaster 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 City of Doncaster Council’s website.

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

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

• monitoring the City of Doncaster 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 City of Doncaster 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 City of Doncaster 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