Privacy Notices - Office desk space booking Privacy Notice

You need to be aware of this Privacy Notice if you are booking desk space in an office, if you are a visitor, if you are booking a meeting room or if you are making an ad hoc visit to a council building?

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 the Data Protection Act 2018 (DPA 18) and the EU General Data Protection Regulations. (GDPR).

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.

We will collect the following personal data:

• Your name and contact details.
• If you don’t have an SBC email address or work phone number, we will ask for your personal contact details

The Council complies with their Data Protection obligations under the GDPR. This means it keeps personal data up to date; stores and destroys it securely; does not collect or retain excessive amounts of data; protects it from loss, misuse, unauthorised access and disclosure; ensures that appropriate technical measures are in place to protect it.

We must collect contact information from our staff when they book desk space to work in the office, have a visitor, book a meeting room or make an ad hoc visit to a council building. This is in case a member of staff later tests Covid-19 positive and allows us to trace who has also recently occupied that desk and or meeting room space.

We will share this information with NHS Test and Trace to help minimise the transmission of Covid-19, supporting public health and safety.

Data will be collected and processed on the basis of the legitimate interests of the individual, the organisation, and the public health efforts to tackle COVID-19.

Another basis will be the Council’s public task, as it has legal responsibilities around public health which will requires it to process this data.
 

Your personal data may be shared with your line manager and members of the HR & OD, and Recovery Planning teams for record keeping purposes.

NHS Test and Trace will ask for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed the office space as a place they visited recently, or because the premises have been identified as the location of a potential local outbreak of COVID-19.
 

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.

The records relating to your desk space booking, visitor booking, meeting room or ad hoc booking, will be retained for a period of no more than 3 months from collection.
 

You have a number of rights.

You can:

• access and obtain a copy of your data on request (Subject Access Request)
• require the Council to change incorrect or incomplete data
• require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Council’s Data Protection Officer, Civic Offices, Euclid Street, Swindon SN1 2JH or email DataProtection@swindon.gov.uk.
 

If you believe that the Council has not complied with your data protection rights, you can complain to the Information Commissioner at www.ico.org.uk

If you do not provide your personal data, you will be unable to book a desk space to work in the office, have a visitor, book a meeting room or make an ad hoc visit to a council building.

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 booking a desk space in the office.  

Read the main Privacy Notice