Automated Business Reception - Privacy Notice

This Privacy Notice sets out what you need to know about how the City of Doncaster Council will use your information for the automated business reception system. The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand this notice before submitting your information to us.


What information about you do we collect?

For the processing to which this notice relates to be carried out we use the following information:
  • Visitors to The Civic Building: Name, email address and organisation you work for if applicable. The self-check in system will also take your photograph, which is printed onto your visitors sticker for Health and Safety reasons.
  • Staff organising meetings: The automated business reception is integrated with the Active Directory and uses the following information, Name, telephone number, email address, work title, place of work.

How do we collect information about you?

We collect your information from you directly when organising meetings with you.

How will your information be used?

Your information will be used for booking meetings using our automated business reception booking system. It will also be used for Health and Safety purposes and in the event of the evacuation of the building. The information is used to allow you to self-check in when you arrive for your meeting, the system will also take your photograph, which is printed onto your visitors sticker. Your photograph is included in the email that is sent to your meeting organisers informing them that you have arrived in the building. The information is used to allow you to self-check out when your meeting ends.

The Legal Basis for using your information

The legal basis for processing your information is that it is necessary for compliance with a legal obligation to ensure the Health and Safety of both staff and visitors in the Civic Building.

Who will your information be shared with?

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 automated business solution matters, we may need to share your information with:
  • Emergency Services, if we have to evacuate the building in an emergency the solution has an Evac App, which will show a list of names of who is still signed in as being a visitor in the building. In the event of an evacuation, this information would be used to see if any visitors are still in the building.
  • We will also share your information with other meeting attendees, which may be internal or external to the Council.
The Council will never sell your information to anyone else.

How long will we keep your information?

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 2 years.

Your rights

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 subject access request on this page of the Council’s website.

Changes to this privacy notice

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

Data Protection Officer (DPO)

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 


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:


Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.


Last updated: 29 May 2024 08:40:20

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