Privacy Notices - External communication Privacy Notice
You need to read and be aware of this privacy notice if:
- you attend an event, briefing, or session that may be recorded, using Microsoft Teams (or other agreed media platform) for communication purposes
- you’re identifiable in an image that appears within SBC communications
- you comment publicly on any Social Media pages, posts and sites which are run by SBC including Facebook, Twitter, YouTube and Instagram
- 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 is the data controller. The data controller decides how your personal data is processed and for what purposes.
- 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.
Recording a briefing session, interview or Q&A means that if you have your picture or video image on screen or might include whatever you have in the background if you are working from home. These will be recorded.
If a recording is going to take place on the day you are in attendance, you are informed in the invitation to attend and on the day of recording the session (normally verbally) prior to any recording taking place. You will be told of the purpose of the recording and that it will be made available after the event for communication purposes. If you speak in the meeting, this will be recorded.
Please ensure you are aware that anything else that may be in the background could be recorded. You can on Microsoft teams put up a background to stop any additional pictures of your home being recorded. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).
Therefore, anyone attending the recorded session may have aspects of their personal data recorded, if they actively participate or not.
- What personal data do we collect?
We may record briefings, and Q&A sessions so that anyone unable to attend the live event are able to watch at a later time. If you appear on screen or contribute to the session then your image, background and voice will be captured by the recording
If you book for the session then we may need information such as name and email address in order to sending you joining instructions for the session.
If you are identifiable in an image we may ask you to complete an image release form that we will store with the image.
- How do we process your personal data?
We comply with our obligations under the GDPR by keeping personal data up to date.
We will store and share the recordings by storing appropriately.
We will retain the recording as agreed.
Recordings of meetings will be made available via internal channels.
To book for sessions we may use Eventbrite or Microsoft Forms. This information will deleted once the event has completed.
- Why do we need your personal information?
We may record briefings and Q&A sessions so that anyone unable to attend is able to watch at a later time. If you appear on screen or contribute to the session then your image, background and voice will be captured by the recording
If you booked for the session then we may need information such as name and email address in order to send you joining instructions for the session.
- How the law allows us to use your information?
We seek to provide recorded briefings, Q&A sessions and other communications to help ensure our residents and key stakeholders are receiving communications that:
- keep them updated on topics that are important to them
- gives them an opportunity to ask and have questions answered
- support them in doing their job to the best of their ability
- allow them watch or rewatch at a time that suits them
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?
Recordings of external Q&A, briefing and panel interview sessions will be made available to the public via our social media channels and newsletters as well as to Council employees via internal communication channels.
If you appear on screen or contribute to the session then your image, background and voice will be captured by the recording
Images may be used on SBC social media channels, internal communications and other external communication collateral.
- How do we protect your information?
We will do what we can to make sure the recordings and images we produce and save are stored in a secure way.
Examples of our security include:
- controlling access to systems and networks which allows us to stop people who are not allowed to view the recording from getting access to it
- training for our staff to make them aware of how to handle information and how and when to report when something goes wrong
You will always be informed when accepting a session that it is to be recorded and a reminder will be verbally shared during the introduction to any inspection preparation meeting so you are clear the recording is about to take place.
- How long do we keep your personal information?
Recordings and images will be kept for as long as they are deemed up to date and useful for the service. They will be appropriately and securely deleted when no longer required.
- What you can do with your information?
We would normally expect to share what we record about you with you whenever we assess your needs or provide you with services.
However, you also have the right to ask for a copy of all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we have recorded about you, however, we cannot let you see any parts of your records that contain:
- confidential information about other people
- data a professional thinks will cause serious harm to you or someone else’s physical or mental wellbeing
- information we think may stop us from preventing or detecting a crime
This applies to personal information that is in both paper and electronic records. If you ask us, we will also let others see your record (except if one of the points above applies).
If you cannot ask for your records in writing, we will make sure there are other ways that you can.
If you have any queries about access to your information contact DataProtection@Swindon.gov.uk.
You can ask to change information you think is inaccurate
You should let us know if you disagree with something written on your file.
We may not always be able to change or remove that information but we will correct factual inaccuracies and may include your comments in the record to show that you disagree with it.
You can ask to delete information (right to be forgotten)
In some circumstances, you can ask for your personal information to be deleted, for example:
- Where your personal information is no longer needed for the reason it was collected in the first place
- Where you have removed your consent for us to use your information and where there is no other legal, legitimate or lawful reason for us to keep it
- Where there is no legal reason for the use of your information
- Where deleting the information is a legal requirement
Where your personal information has been shared with others, we will do what we can to make sure those using your personal information comply with your request for erasure.
Please note that we cannot delete your information where:
- we are required to have it by law
- it is used for freedom of expression
- it is used for public health purposes
- it is used for, scientific or historical research, or statistical purposes where it would make information unusable
- it is necessary for legal claims
You can ask us to limit what we use your personal data for
You have the right to ask us to restrict what we use your personal information for where:
- you have identified inaccurate information, and have told us of it
- where we have no legal reason to use that information, but you want us to restrict what we use it for rather than erase the information altogether
When information is restricted, it cannot be used other than to securely store the data and with your consent to handle legal claims and protect others, or where it is for important public interests of the UK.
Where restriction of use has been granted, we will inform you before we carry on using your personal information.
You have the right to ask us to stop using your personal information for any council service. However, if this request is approved this may cause delays or prevent us from delivering that service to you.
Where possible we will always seek to comply with your request, but we may need to hold or use information because we are required to by law.
You can ask to have your information moved to another provider (data portability)
You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format. This is called data portability.
However, this only applies if we are using your personal information with consent (not if we are required to by law) and if decisions were made by a computer and not a human being.
It is likely that data portability will not apply to most of the services you receive from the Council.
You can ask to have any computer made decisions explained to you, and details of how we may have 'profiled' you.
You have the right to question decisions made about you by a computer, unless it’s required for any contract you have entered into, required by law, or you have consented to it.
You also have the right to object if you are being 'profiled'. 'Profiling' is where decisions are made about you based on certain things in your personal information. For example, your health conditions.
If the Council uses your personal information to profile you, in order to deliver the most appropriate service to you, you will be informed.
If you have concerns regarding automated decision-making, or profiling, please contact our Data Protection Officer who will be able to advise you about how we are using your information.
- 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
This 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 agree to attend Q&A and briefing sessions that are being recorded for communication purposes in Swindon Borough Council. If you do not wish to attend any session that is being recorded, you do not have to. You can access the recording at a later date.
- How will we ensure compliance?
A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.
- Main privacy notice
You are viewing the Privacy Notice for external communications