Communications and engagement team privacy notice

This privacy notice is to let you know how we promise to look after your personal information. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

This privacy notice covers the following areas of the communications and engagement team:

  • digital communications
  • marketing and campaigns
  • design and creative
  • press and media
  • partnerships and engagement

What information do we collect?

The type of information we collect will depend on why you have got in touch with us. The information may include some, or all, of the following:

  • your name, address, contact details including email address, mobile phone number and/or social media user name
  • correspondence (including emails, social media posts)
  • photographs and videos

Who uses this information?

The communications and engagement team.

Why do we use this information?

We use this information so we may:

  • communicate with you in formats (for example, email newsletter, printed mail-out or magazine) you have consented to receive and about subjects that you have consented to hear about
  • communicate with you on social media in line with the terms and conditions of those social media sites
  • communicate with you about matters of public interest such as emergency situations affecting the Harrogate district
  • communicate with you about a matter where there is another lawful basis for doing so, and where it is justified and fair under powers given to local authorities or under other legitimate interest.
  • in the case of photos and videos, with your consent, we may use this to create communications products such as social media posts, advertising, leaflets, digital marketing and printed marketing materials

What authority does HBC have to collect and use this information?

We have authority to collect and use this information when:

  • processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
  • processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
  • processing is necessary for compliance with a legal obligation
  • processing is necessary to protect the vital interests of a data subject or another person
  • processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
  • processing is necessary to protect the vital interests of a data subject or another individual where the data subject is physically or legally incapable of giving consent
  • processing relates to personal data manifestly made public by the data subject
  • processing is necessary for reasons of public interest in the area of public health
  • processing is necessary for the prevention and detection of fraud

Who are we likely to share this information with?

We may sometimes share the information that we have collected about you where it is necessary, lawful, and fair to do so.

Within Harrogate Borough Council:

Information may be shared with other Harrogate Borough Council departments where necessary to follow up a service request, complaint or to take other action requested by or agreed with you.

With other organisations or companies (with your consent, or where the law allows us):

The names and addresses of individual people may be shared with a third party print distribution company in order to distribute information you have requested or agreed to receive, or we have a lawful reason for sending you. We have strict processes to ensure that the information is deleted once it has been used and cannot be used or shared in any way other than for the specific mail-out for which it was provided.

Social media user names and correspondence, including any additional personal information you include in your social media correspondence with us (such as your address) may be shared with our social media management system suppliers in the course of our using these systems. Any data shared in this way is bound by our contracts with our suppliers which ensure information is correctly handled in accordance with data protection laws.

Information may also be shared with other council departments or third parties where legal to do so - for full details please see our main privacy notice.

We have a duty to protect public funds and may use information you provide us with to prevent and detect fraud and share it with other bodies responsible for public funds or auditing them.

How do we keep this information secure?

Information which is held electronically is either held in files retained on the council's servers or dedicated databases. These systems are password protected and only accessible to people who need access to them.

Information which is held on paper is either stored in offices which are subject to access controls or in the dedicated archive provision for the council. Where information is removed from the office for operational purposes, the amount of this is minimised and staff are trained to ensure that this is kept secure at all times

When computers make any decisions about you?

The communications and engagement team does not make or use any automated decisions.

When your data gets sent to other countries?

We do not send any information we collect about you outside the United Kingdom.

How long do we keep this information?

Data you share(d) with us on social media is stored on those sites. You are advised to check the privacy notices or terms and conditions of your chosen social media sites for more information.

Information you voluntarily supply to us, in order for us to communicate with you, will be kept until the matter about which we are communicating with you concludes, expires or ceases to be relevant, or, you ask us to stop communicating with you.

In the case of expired memberships, we may retain your information for a maximum of two years in order to contact you about renewing your membership.

Any photos or videos of you, which you have consented for us to use, will be stored on our internal servers for a maximum of five years. You can request your photo or video to be deleted at any point before this expiry date.

Photos and videos used on social media and other digital formats are deemed 'published' and in the public domain. Where reasonable and practical we will endeavour to delete such published personal information on request, however we cannot be responsible for any copies of the material which are created when they are shared by a third party.

What are my rights?

You have the right to request HBC to stop processing your personal data in relation to any council service. Please see our main privacy notice for details.

The LOCAL LOTTO

In order to register as a good cause for THE LOCAL LOTTO for the Harrogate district, groups or organisations must provide key information and documents to support their application.

We collect information such as contact details of key persons associated with running the group or organisation in order to:

  • check the eligibility of the group or organisation to register as a good cause in line with our terms and conditions
  • enable us to make contact with key persons associated with the running of the group or organisation in line with monitoring expectations. For example, initial and annual checks relating to eligibility
  • enable us to make contact with key persons associated with the running of the group or organisation on any matters relating to THE LOCAL LOTTO for the Harrogate District such as its progress, changes to how it is run that may affect participating good causes and special events

All information provided at the point of application including copies of documentation, will be held for a period of six years after which the organisation stops being registered as a good cause for THE LOCAL LOTTO for the Harrogate district.

Application information relating to any organisations or groups which are not accepted for any reason will be held for a period of six months and will then be destroyed.

Page last updated 26/11/2018