Allotment Service - Privacy Notice

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the purpose of allocating you an allotment, and the management of your tenancy. 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:
  • personal information – such as: your name, address, telephone number
  • special category personal information – such as: information about your physical and mental health – we wouldn’t routinely ask for this information. However we may ask for it later on in some cases, for example, if / when you become a tenant and where your health is affecting your ability to maintain your plot.

How do we collect information about you?

We collect your information from you directly by asking you to complete the online application form and completing and signing a tenancy agreement. We also collect information directly from you verbally.

How will your information be used?

Your information will be used to place you on a waiting list and allocate you an allotment and, whilst a tenant, to contact you for allotment related and billing purposes.

The Legal Basis for using your information

The table below sets out the legal basis for each of the activities that this Privacy Notice covers:


Personal Data Activity

Legal basis - GDPR Article 6

S8 DPA (delete as appropriate)

UK Legislation

Allotment Application and management

(1)(b) Because to do so is necessary to take steps at your request to enter into a contract for this service, or for the performance of a contract to which you are party.

 

 Allotments Act 1950

 

(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority

 

Health and Social Care Act 1012

Special Category Data Activity

Legal basis - GDPR Article 9

DPA 2018 condition

Other considerations

 

(2)(g) processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject.

Part 1 of schedule 1

 



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 the Allotment Service we will share your information with:
  • The Allotments Officer
  • The relevant Allotment Association and Site Secretary for the site(s) to which you have applied
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 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 either 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

Allotment Application & Allotment Tenancy

If / when you are allocated an allotment your details will be held for the duration of your tenancy and for a period of no longer than 2 years from the date your tenancy ends

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 information.governance@doncaster.gov.uk 

Complaints

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:

Website: www.ico.org.uk

Telephone: 0303 123 1113

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

 

Last updated: 24 March 2021 09:32:20