Privacy Notice - For members of the public requesting events in parks

As Spelthorne Borough Council's Neighbourhood Services, your privacy is important to us. We aim for full transparency on how we gather, use, and share your personal information in accordance with the General Data Protection Regulations and the Data Protection Act 2018. Spelthorne Borough Council (SBC) is the data controller in the context of data protection legislation.

Your information will be used to assess your request to hold an event in one of our parks, for SBC to make a decision regarding events. 

We work with members of staff, councillors, external stakeholders, statutory bodies and contractors to process your query.

Note that your application form as submitted which includes your personal data, and the personal data of any third parties, eg contractors, caterers, security, etc, will be shared with the relevant internal council departments however the forms will not be available to the public.  Please make sure that where you have included third party personal data on the form those third parties are aware that their data is being shared with SBC and others as detailed above. The data collected may be shared with statutory bodies, including Surrey County Council to process your application. The information collected will be securely stored.

Spelthorne Borough Council must provide you with the following information about the personal data you give to us:

• The Council will need to collect sufficient information from you in order to use the data provided to enable us to deal with your enquiry under the lawful basis of public task
• The Council will be acquiring your data from your application or enquiry, we cannot process your application unless you provide this personal information.
• Your information may be shared with third parties including the Emergency Services and Surrey County Council and internal service lines to enable us to deal with your enquiry.
• The Council will keep your data for a maximum of fifteen years after the date of event or last contact whichever is the longer. 
• SBC may use images of events as part of its publicity material. These may appear in our printed publications, on our website or on social media. Please note printed publications may be available for longer than the 15 years mentioned above.  Please note that websites can be seen throughout the world, and not just in the United Kingdom, where UK law applies.
• For further information about how the Council uses your personal data, including your rights as a data subject, please see below.
• If you have any direct enquiries, Spelthorne Borough Council's Data Protection Officer can be contacted at data.protection@spelthorne.gov.uk

Further information

You have the following rights:

• you have the right to be informed via Privacy Notices such as this,
• you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a subject access request in writing,
• if you find that the information Spelthorne Borough Council holds about you is no longer accurate, you have the right to ask to have this corrected,
• you have the right - under certain conditions - to ask us to erase your personal data,
• you may request that Spelthorne Borough Council stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties). 

To exercise any of these rights contact the Data Protection Officer at data.protection@spelthorne.gov.uk.

You also have the right to make a complaint to the Information Commissioner's Office (ICO). This is an independent body responsible for making sure that organisations comply with Data Protection legislation.

The ICO will always expect you to have raised your concerns with us before submitting a complaint.