Privacy Notice - Spelthorne In Bloom main competition and sponsorships

Spelthorne Borough Council has collected your personal information to allow us to process your entry for the Spelthorne in Bloom main competition. This includes processing sponsorships for the competition.

In order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation, Spelthorne Borough Council must provide you with the following information about the personal information you give to us or we receive from third parties:

What information does the Council collect?

Your name, address, contact details including your email address. We will process further personal information which you may decide to provide us when corresponding. We also collect photographs which may include your personal information for the purposes of the competition. If you no longer wish to receive information about the competition, please opt out by emailing spelthorne.inbloom@spelthorne.gov.uk

Sponsor information - We will collect your name, address, contact details including your email addresses, payment details for the category you are sponsoring. This may be in your capacity and/or acting on behalf of a commercial entity.

Why does the Council process personal information?

The purpose the Council processes this information to allow us to communicate with you and receive your entry to the main Spelthorne in Bloom competition. This information will be used by our volunteers to judge the outcome of the competition. Your information will be used to publicise the event and announce the outcome of the competition. We will also collect payment information for the purposes of sponsorship of baskets.

When we process your information for the competition, we are doing so under the basis of the UK General Data Protection Regulation Article 6(1)(e) processing is necessary for or the performance of a task carried out in the public interest

Who does the Council share your personal information with?

We will share your information with other departments within Spelthorne Borough Council including its subsidiaries such as Spelthorne in Bloom Committee who are volunteers on behalf of the council. We may also share your information with the local press and publish in our bulletin which will also appear on our social media pages and website which is accessible from around the world. Winner information will also be shared during our presentation ceremony which may take place using a video conference app such as MS Teams. Screen grabs of the presentation will be captured for publicity. Please be aware that any participants of the conference call can record or screengrab the presentation - unfortunately this is outside SBC control. If you do not wish for your personal information to appear in the video conference, please switch off your microphone and webcam.

*Note: The bulletin is a newsletter that is distributed by post and email.

How long does the Council keep your information?

The Council will continue to hold your personal information until the end of the competition at which point the personal information of unsuccessful entrants is deleted. This personal information is kept for a maximum of 2 year from the start of the competition. The personal information of winners will be kept in perpetuity as this information will feature in our bulletins and on social media pages. Bulletins are kept for archive purposes.

Sponsor information is kept for 7 years after the competition ends at which point the information is deleted.

For further information about how the Council uses your personal information, 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.

The UK GDPR provides the various rights regarding your personal information; for further information please see the data protection rights page on our website.