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Privacy Notice - 25 in 25 Programme

Please read the following Privacy Notice carefully.

Last update: February 2025

Why we are collecting your data

Basildon Borough Council needs to collect your personal data in order to assess your suitability for participation in the 25 in 25 Programme.

25 in 25 will be a supported 12 week programme for participants who wish to improve their health and wellbeing during 2025.  Completion of the Registration of Interest form is not confirmation of a place on the programme. Places are limited and we will notify you if you have been successful in securing a place on the programme after the registration of interest period closes.

Information collected

  • Name 
  • Address and postcode
  • Email address 
  • Contact number(s) 
  • Date of Birth
  • Disability or long term health condition
  • Ethnicity
  • Emergency Contact Name
  • Emergency Contact Phone Number
  • Motivation for wanting to take part in the programme
  • Access needs or requirements

Contact details are being collected in order to be able to inform applicants if they have been successful in securing a place on the programme and, should they be successful, to keep them updated about the programme as it progresses.

The programme is suitable for those aged 16 and over and the collection of the applicant's date of birth will help us to ensure that this requirement is met and also to help identify the age range that the programme will be supporting.

Programme participants must live within the Basildon Borough, therefore, address and postcode data is being collected to ascertain that this requirement is met.

Data about ethnicity is being collected to ensure that the programme is reaching residents of all backgrounds.

As the programme involves physical activity, an emergency contact name and number is required in case of an emergency.

Information about the applicant's motivation for wanting to take part in the programme is collected to ensure suitability for inclusion in the programme and to ensure that the programme aligns with their goals.

Information about, disability and long term health conditions and access needs and requirements is required to ensure that these can be accommodated throughout the programme.

The data is collected through:

  • Online Registration of Interest Form
  • Data will be collected from programme participants throughout the programme by partner organisations and this will be collated for analytical purposes to assess the impact of the programme

 

The basis for the processing

  • Public Task:to perform a specific task in the public interest or for its official functions.
  • Explicit consent:the individual has given explicit consent for the council to process their personal data for a specific purpose

Who your information will be shared with

The programme will be delivered in partnership with the NHS, Basildon and Brentwood Alliance, Active Essex and leisure providers within the borough, Everyone Active, Feelgood Fitness and Wellness Centre and Club Kingswood.  The information provided will be shared with Everyone Active, Feelgood Fitness and Wellness Centre and Club Kingswood to facilitate the assessment of applications and for contact purposes throughout the programme and to advise of any specific needs or requirements of participants.  Any data collected from participants throughout the programme will be collated for analytical purposes to assess the impact of the programme.

We have arrangements with a range of IT providers who support the Council's IT systems and services, therefore your data may be accessed by these suppliers. Where we have these arrangements there is always a contractual agreement with them to ensure they comply with the Data Protection Law.

Your data will be shared with third parties to:

  • Comply with legal obligations and legislative requirements
  • Help business partners, suppliers and sub-contractors to deliver any contract we enter with them or you
  • To help if there is need of any professional or legal advice on a matter relating to you
  • To help prevent fraud and/or tackle crime
  • To improve and optimise the performance of our services

We will never sell your data

Provide accurate information

We need to hold accurate and up to date information about you so that we can deliver appropriate services. If any of your details change, you need to tell us as soon as possible so that we can update your records.

We will not:

  • Use your information for marketing or sales purposes without your prior explicit consent
  • Send or store your data abroad unless it meets the requirements of the Data Protection regulations
  • Make decisions about you based on automated processing

How long will we hold your data for?

Information provided by those who are successful in securing a place on the 25 in 25 Programme will be kept for a maximum of two years following the end of the programme on Friday, 13 June 2025 and will subsequently be destroyed in line with Basildon Borough retention and deletion policy.

Information provided by those who are not successful in securing a place on the 25 in 25 programme will be kept for a maximum of three months after the closure of the Registration of Interest period, and will subsequently be destroyed in line with Basildon Borough retention and deletion policy.

Your rights

Your rights

You have the right to access the personal information we hold about you. Any access requests are free of charge. If the information we hold about you is inaccurate, you have a right to have this corrected and you have the right to request completion of incomplete data. You have the right to ask us to erase your personal data in certain circumstances ('right to be forgotten').

You have the right to ask us to stop or restrict the processing of your personal data, in certain circumstances. Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.

You can make any of these requests by:

The Data Protection Officer

Basildon Borough Council

Basildon Centre,

St. Martin's Square,

Basildon

SS14 1DL.

If you have a complaint, contact the Community and Leisure service in the first instance. If the Community and Leisure service are not able to address your concern or you are not satisfied, please contact our Data Protection team using any of the contact details above.

If you are still concerned or dissatisfied about the way your concerns have been handled after contacting our Data Protection team, you can complain to the Information Commissioner's Office, by:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Further independent advice about data protection, privacy and data sharing issues is available from the Information Commissioner's Office, see: