Privacy Notice - Room Bookings and Venue Hire at The Place

Please read the following Privacy Notice carefully.

Why we are collecting your data

Basildon Borough Council needs to collect your personal data so that the Council can provide you with room hire, hall hire, equipment hire and children's party hire at The Place Multi-purpose Leisure Centre as requested on your Application to Hire Form.

Information collected

Information collected may include:

• Name and Contact Details
• Signature.

The data is collected by the following methods:

• Application forms
• Email
• Phone.

The basis for the processing

This task is carried out because of:

• Legal obligations - the processing is in accordance with the "consent" condition (Schedule 3) to ensure we can provide you with a venue for the specified date and time
• To support business needs and deliver the service.

Who your information will be shared with

• Internal services: Finance Department
• Other bodies: Clarity Till System provider
• 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.

We will never sell your data, however it will be shared with third parties to:

• Comply with legal obligations and legislative requirements
• Help suppliers to deliver administrative support to facilitate room bookings.

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?

We will keep all records relating to your booking for a period of 6 years due to HMRC financial regulations surrounding the corresponding payment transaction.

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:

• Email: Data Protection Officer
• Phone: 01268 533333
• Letter to:

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner's Office, by:

• Email: casework@ico.org.uk (opens new window)
• Phone: 0303 123 1113 (local rate) or 01625 545 745
• Letter to:

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

• Information Commissioner's Office (ICO) (opens new window).