Privacy Notices - Active Swindon Challenge Privacy Notice
You need to be aware of this Privacy Notice if you registering to take part in the Active Swindon Challenge.
- What is a Privacy Notice?
A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.
- Who is collecting and using your personal data?
Swindon Borough Council will act as a “Data Controller” for any personal data that you provide to us. We will ensure that the data given to us is processed in line with our Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations (GDPR).
To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. email@example.com or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.
Please note that not providing your personal data may lead to you being unable to utilise services provided by the Active Swindon Challenge.
- Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).
- What personal data do we collect?
Swindon Borough Council collects a range of data about you during the Active Swindon Challenge registration and tournament period.
- your name, address and contact details, chosen username as well as email address and /or telephone number
- health data, such as height and weight (optional)
- your affiliation to a workplace or team (optional)
- trip data – date, length and mode
We collect this data at the point of registration online and by user input to the website during the tournament.
- How do we process your personal data?
Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
- Why do we need your personal information?
We may need to use some information about you to:
- deliver the Active Swindon Challenge tournament to you
- communicate with you about prizes, incentives and tournament milestones during the tournament period
- help with research and monitoring of sustainable transport journeys in Swindon
- calculate statistics that display on the homepage – such as total calorie burn and car miles saved
- produce anonymised reports of health and sustainable travel in Swindon.
- How the law allows us to use your information?
There are a number of legal, legitimate or lawful reasons why we need to collect and use your personal information.
Generally we collect and use personal information in circumstances where:
- you have entered into a contract with us
- it is necessary to perform our statutory duties
- it is necessary to protect someone in an emergency
- it is required by law
- it is necessary for employment purposes
- it is necessary to deliver health or social care services
- you have made your information publicly available
- it is necessary for legal cases
- it is to the benefit of society as a whole
- it is necessary to protect public health
- it is necessary for archiving, research, or statistical purposes
- you, or your legal representative, have given consent
If we have consent to use your personal information, you have the right to remove it at any time.
If you want to remove your consent, contact DataProtection@Swindon.gov.uk and tell us which service you are using so we can deal with your request.
- Who do we share your information with?
We will not share your personal data except to prevent fraud or if required to do so by law. We take the security of your personal data seriously. We have internal policies and controls in place to ensure that your personal data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.
- How do we protect your information?
We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.
Examples of our security include:
- encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
- pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours.
- controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
- training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong
- regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches)
- How long do we keep your personal information?
- Inactive user accounts will be deleted if there is non-participation in a tournament in the previous 12 months
- Trip data older, than 12 months, will be deleted annually
- What you can do with your information?
Under the Data Protection Act 2018 and the EU General Data Protection Regulations you have the following rights:
- The right of access to you own personal data
- The right to request rectification or deletion of your personal data
- The right to object to the processing of your personal data
- The right to request a copy of the information you provide us in machine-readable format
- The right to withdraw your consent to any processing that is solely reliant upon your consent.
Should you wish to exercise any of your rights, you should contact the Data Protection Officer - DataProtection@Swindon.gov.uk.
- Your right to complain
In the event that you wish to complain about the way that your personal data has been handled by Swindon Borough Council, you should write to the Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint procedure.
If you remain dissatisfied with the way your personal data has been handled, you have the right to complain to the Information Commissioner’s Office at www.ICO.org.uk. You may refer the matter to the Information Commissioner’s Office whose contact details are below:
Information Commissioner’s Office
- Main privacy notice
You are viewing the Privacy Notice for the Active Swindon Challenge.