Privacy
Privacy Notice - Room Bookings and Venue Hire for sheltered housing at South Holland District Council
Please read the following Privacy Notice carefully.
Overview
In order to process your room booking for a Sheltered Housing Community Centre or Guest Room, South Holland District Council collects, stores and processes your personal information.
This privacy notice explains what information we collect from you, and what we do with it.
Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
We collect the following information as part of the booking process.
- your name.
- your contact details.
- if you are booking on behalf of an organisation, your job title and the name of your organisation.
- Reason for the booking (Community Centres)
- Approximate number of people to attend the event (for community centres)
- Number of nights Guest rooms wish to be booked for.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
How will your information be used?
- to administer your booking, to contact you if we have any queries, and to raise an invoice for the booking if required.
- to make any adjustments to the room as requested by you.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
What is the legal basis for processing your information?
This task is carried out because of:
- Contract and Public task - the processing is to ensure that we can provide you with a venue for the specified date and time, and we are required to adequately record this information.
- To support business needs and deliver the service.
How long will your information be kept for?
Information used to raise an invoice (your name, job title, and contact details) will be kept for 6 years, in line with the Council's retention schedule.
Information relating to reasonable adjustments for a disability will be deleted immediately after the date of your event has passed or, if you book a series of events, after the date of the last event.
Sharing your information
Your information will be shared with:
- Internal services: Finance Department if an invoice needs to be raised.
- Internal services: Facilities Team in order to arrange cleaning and any other requests at the Guest Rooms or community Centres.
Information will not normally be shared with any other third party. However, in exceptional circumstances, we may share your information for the purposes of detection and prevention of crime or fraud or where lawfully required to share.
Any sharing of personal data is always done:
- on case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information.
- to ask for access to your information.
- to ask for your information to be corrected if it is inaccurate or incomplete.
- to ask for your information to be deleted or removed where there is no need for us to continue processing it.
- to ask us to restrict the use of your information.
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information.
- to object to how your information is used.
- to challenge any decisions made without human intervention (automated decision making)
How to find out more or complain
Should you have any further queries on the uses of your information, please speak directly to our service:
Email: Independentlivingteam@sholland.gov.uk
To complain about the use of your information, please contact our Data Protection Officer, South Holland District Council, Priory Road, Spalding, Lincolnshire, PE11 2XE or:
Email: info@sholland.gov.uk
You can also contact the Information Commissioner's Office (ICO) for further information or to make a complaint:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Phone: 0303 123 1113 (local rate)
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