Privacy Notice - Projects

Who we are

As Spelthorne Borough Council's Projects Team, 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 UK General Data Protection Register.

We work with members of staff, councillors, external stakeholders and contractors to complete projects in order to enable or directly improve the overall service we can provide to the public.

What we need and why we need it

We will be collecting personal data about you which could include contact details, such as your name, address, telephone number, email etc. and other information, such as banking information, in order to contact you and keep you informed with regard to the relevant project you are or would like to be a part of.

We need to use your personal data so we can contact you, work with you or provide a service to you. We may also need to use it within project documentation to work on and improve what we are doing within the council.

What we do with it, how long we keep it and who we share it with

Your personal information will primarily be used to contact you with regard to the relevant project you are involved in or to advise as appropriate and where needed. We will not share your data with third parties without appropriate cause and ensuring you are notified. Some places your data may be shared with, when relevant, include Spelthorne Assets and Property Development Team and its representatives, and relevant staff or contractors, dependent on your role within the project being carried out.

All decisions made regarding your data are made under the lawful basis of legitimate interest of the Council, however, we may occasionally process data under the lawful basis of contract or public task, dependent on the project.

Your data will be held securely within our project files and on internal electronic systems for up to six years after our last point of contact with you or (if later) after the relevant project has been closed. If we have collected financial details from you, such as invoices or bank details, these may be held by the financial department of Spelthorne Borough Council for up to seven years.

We will not disclose your personal information to third parties for marketing purposes.

Please see below for your rights, and what to do if you have any concerns with our handling of your data.

Under data protection law, 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)

If you require further information about the use of your data or would like to exercise any of the above rights, please contact the data protection officer, whose contact details are below.

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Contacts

If you have any concerns about how this Department or the Council is handling your personal data, these can be raised with the Council's Data Protection Officer:

Spelthorne Borough Council, Council Offices, Knowle Green, Staines upon Thames, TW18 1XB

Email: 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.