Privacy Notices - Every Kilometre Counts challenge employee Privacy Notice


You need to be aware of this Privacy Notice if you are entering your details as part of the Council’s Every Kilometre Counts 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. or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

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 data about you and when you enter your details in the fundraising survey.

This includes:

  • your name
  • information on the impact physical activity has had on your mental health, should you choose to answer the question

This data is collected by our survey provider Smart Survey.

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 record the progress of our staff against our fundraising target and to share this internally with staff
  • to record the progress of staff against others taking part in the fundraising challenge
  • to record the impact physical activity is having on the mental health of staff
How the law allows us to use your information?

The law requires that we collect and record your explicit consent when collecting and processing your personal data outlined in this notice.

If we have collected your consent to use your personal information, you have the right to remove it at any time.  If you want to remove your consent, contact and tell us so we can deal with your request.

Who do we share your information with?

Our survey provider is ‘SmartSurvey’, who provide online surveys and forms as a service. They process your Personal Data as a Processor on behalf of Swindon Borough Council.

Information on the progress of our staff against our target may be shared internally to encourage and motivate others to join the challenge. No personal information about an individual will be shared without their consent.

How do we protect your information?

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.

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 long do we keep your personal information?

Your personal information will be held for total of 2 months after the Council’s Every Kilometre Counts challenge has ended. After this period your personal information will be deleted.

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 our Data Protection Officer at

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 our Data Protection Officer and clearly outline your case. Your complaint will then be investigated in accordance with our customer complaint and data protection incident procedures.

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 You may refer the matter to the Information Commissioner’s Office whose contact details are below:

Information Commissioner’s Office
 Wycliffe House
 Water Lane
 SK9 5AF


The ICO website also contains information on data protection and your rights and remedies.

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council when completing the fundraising survey, however by giving us your details, you will allow us to record the progress of our staff individually and in comparison to other teams, but it is not mandatory.

Main privacy notice

You are viewing the Privacy Notice for the Swindon Borough Council Every Kilometre Counts fundraising challenge.

Read the main Privacy Notice