Facilities and Property Services privacy notice

Data we collect

The information we collect varies according to the purpose but would comprise some or all of the following:

• Name
• Organisation (if applicable)
• Contact details (email and phone number)
• Financial details (for payments)

The reasons why we collect your data

• Service delivery
• Service improvement and planning
• Financial transactions
• Research inc. consultations

Why we are allowed to use your data

Legal obligation or public task under various UK laws including but not limited to:

• Contract; room hire

Who we can share your data with

We will only share personal information where it is lawful and necessary to do so. This may include:

• Maintenance, repair and specialist contractors
• Facilities management and property service providers
• Security and access control providers
• Payment service providers and financial institutions
• Professional advisers, auditors and insurers
• Regulatory bodies and government agencies
• Emergency services where necessary to protect individuals or property
• Other Local Authorities, or other internal council departments
• Courts, law enforcement agencies or other organisations where required by law
• The Council’s printing and mailing contractors to enable communication, invoices and demands to be produced and mailed (please note that all contractors are approved by the Council and fully meet all Data Protection requirements).
• Enforcement agencies, credit reference and tracing agents for the collection of monies owing to the Council
• Telesolutions – a supplier we use to send text messages, email, and phone call reminders for non-payment of debt owed to the council.

We do not sell personal information and will not share your data for marketing purposes.

When computers make any decisions about you

We do not use automated decision-making or profiling that has a legal or similarly significant effect on you.

When your data gets sent to other countries

Your personal information is normally processed within the United Kingdom. Where information is transferred outside the UK, appropriate safeguards will be put in place to protect it in accordance with data protection legislation.

How long we keep your data

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected and in accordance with our Records Retention Schedule and legal obligations.

Requesting access to your personal data

Under data protection legislation, all persons have the right to request access to information about them that we hold. To request your personal information, contact the Data Protection Officer, Wyre Forest District Council, Wyre Forest House, Fine Point Way, Kidderminster, Worcestershire DY11 7WF. Email dataprotection@wyreforestdc.gov.uk

You also have the right to:

• object to processing of personal data that is likely to cause, or is causing, damage or distress
• prevent processing for the purpose of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
• claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Further information

For enquiries about this privacy notice and for deletion of data held under consent, please email the facilities team