Privacy Notices - Application to register for the Workshed Privacy Notice

You need to be aware of this Privacy Notice if you are making an application for a licenced office and/or virtual office at The Workshed.

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 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 Workshed. 
 

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 controllers 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 application for an office or virtual office service at The Workshed. This includes: 

• your name, address and contact details as well as email address and contact number
• details about your business. Business name, Business type and use
• your business operating address, web address and company registration number if applicable  

We comply with our 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 date; 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. 
 

As an on boarding process we have a duty to complete due diligence checks on potential customers and beneficial owners before entering into a business relationship. These checks allow us to deliver services and to take account of the greater potential for money laundering or terrorist financing in higher risk cases.  

Processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract.

We will not share your personal data outside of Swindon Borough Council except to prevent fraud or if required to do so by law. 

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)

We must keep records of customer due diligence checks and business transactions. 

• For five years after the end of the business relationship 
• For five years from the date an occasional transaction was completed

Unless subject to an exemption under GDPR you have the following rights with respect to your personal data:

• The right to request a copy of your personal data which Swindon Borough Council holds about you
• The right to request that Swindon Borough Council corrects any personal data if it is found to be inaccurate or out of date
• The right to request your personal data is erased where it is no longer necessary for Swindon Borough Council to retain such data
• The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
• The right to object to the processing of personal data
• The right to lodge a complaint with the Information Commissioners Office

For further details on how your information is used, how we maintain the security of your information, and your rights to access information we hold on you please contact customerservices@swindon.gov.uk or contact the:

Data Protection Officer
Swindon Borough Council
Civic Offices
Euclid Street
Swindon
SN1 2JH

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

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

You have a statutory obligation to provide personal data to Swindon Borough Council in order to process your application.    

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 applications to register for the Workshed.

Read the main Privacy Notice