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 on the Active Swindon Challenge App.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

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. dataprotection@swindon.gov.uk 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.
 

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”).

Swindon Borough Council collects a range of data about you during the Active Swindon Challenge registration and tournament period.

This includes:

• your name (optional), chosen username as well as email address
• your affiliation to a workplace or team (optional)
• your profile picture (optional)
• trip data – date, length and mode
• location data to support journey tracking as above

We collect this data at the point of registration on the app and by user input to the app during the tournament.

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.
 

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
• produce anonymised reports of health and sustainable travel in Swindon

Active Swindon Challenge collects location data to enable journey tracking when activated by yourself, even when the app is closed or not in use.

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.

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.
 

We will do what we can to make sure we hold records about you (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)

All personal identifiable data collected through registration will be retained through the tournament periods.  You have the right to delete your account and all the data we hold on you, at any time, by requesting this through the “Contact Us” link.

Every 24 months user activity will be reviewed and accounts deleted if there has been no activity in the previous 24 months.

You have the right to ask for a copy of all the information we have about you in relation to the Active Swindon Challenge.

When we receive a request from you in writing, we must give you access to everything we have recorded about you. 

This applies to personal information that is in both paper and electronic records.

If you have any queries about access to your information contact DataProtection@Swindon.gov.uk.

You also have the right to do the following;

• You can ask to change information you think is inaccurate
• You can ask to delete information (right to be forgotten)
• You can ask us to limit what we use your personal data for

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
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk
 

You are under no statutory obligation to provide personal data to Swindon Borough Council during the Active Swindon Challenge process. However, if you do not provide the data, we may not be able to contact you if you are selected to win a prize.

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

You are viewing the Privacy Notice for the Active Swindon Challenge.

Read the main Privacy Notice