Shaping Places for Healthy Lives Workshops - Privacy Notice

This Privacy Notice sets out what you need to know about how Doncaster Council will use your information for the Shaping Places for Healthy Lives project.

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:

• Your name and email address, details about your age, gender, views on living in Stainforth.

How do we collect information about you?

If you want to take part in a workshop we will collect your information from you directly, this will be from when you contacted us to register your interest.

Information may also be collected from you via an online or hard copy survey.

How will your information be used?

You information will be used to contact you about our workshops, to enable you to attend and to maintain records of attendees.

The survey information will be used to support the application to bid for additional funding as part of the Shaping Places project.  

We will also be running a competition as part of the survey and personal data will be used to run the competition and contact the winner.

The Legal Basis for using your information

Processing the survey data and information for the workshops is necessary for the performance of a task in the public interest, in line with our public health functions to improve the health and wellbeing of Doncaster residents.

Consent (and withdrawing consent)

The Council collects and uses information about you for the competition on the basis that you have given us your consent to do so. You may withdraw your consent and ask us not to use information about you at any time by emailing Karen Horrocks (

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. To deliver these workshops we may need to share your information with:

• Sub-contractors (Cavill Associates and The Long Time Project) who are delivering workshops
• Relevant members of the project team
• Microsoft - our processor who facilitates the platform for our online surveys.

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 only so long as it necessary, the table below sets out how long the data will be retained for. When these records reach the end of their retention period we will securely delete the information.

Activity Time information kept for            
Workshop attendance records                           1 year
Data collected via survey 6 months
Competition data 6 months

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: 22 March 2021 10:25:44