Data Protection Privacy Notice (Fair Processing Notice)

This privacy notice explains how South Ribble Leisure Limited may use and share your personal information.  We will make every effort to keep your personal information safe, accurate, up to date and keep it for no longer than is necessary.

The Company is registered as a data controller with the Information Commissioner's Office (registration number ZA572783) because we collect and process personal data.  This collection and processing of personal data applies to both company employees and members of the public.

This Privacy Notice only covers South Ribble Leisure Limited. It does not cover links to other externally operated organisations.

1.          How South Ribble Leisure Limited may use your information

2.          Service or project specific privacy notices

3.          Retention periods

4.          Data sharing with third parties

5.          Detect and prevent fraud or crime

6.          National Fraud Initiative and data matching

7.          Your rights

8.          Right to complain

9.          Telephone

10.       Emails

11.       Website

12.       Cookies

13.       Information security incidents

14.       Further information

15.       Changes to the privacy policy

1.   How South Ribble Leisure Limited may use your information

South Ribble Leisure Limited is committed to providing excellent public services. In order to do this, we collect, process, and hold personal data in order to provide public services. The information may be collected on paper, online forms, by telephone, email, CCTV or by members of our staff, or one of our partners.

We may collect and process your information for the following purposes:

• to deliver public services and other company functions
• to ensure we meet our legal obligations
• to provide the service you requested
• to monitor and improve performance in responding to your service request
• to obtain your opinion about our services
• to contact you by post, email or telephone
• to process financial transactions
• to prevent and detect fraud or crime
• to collect monies owed to the Company

We may share your information where we have any legal obligation to do so, or where we believe that by doing so, we can provide you with a better standard of service.

We may process your information overseas using services that are hosted inside the European Economic Area, but only with data processing agreements that meet our obligations under the Data Protection Act.

2.   Service or project specific privacy notices

Services using large amounts of personal or special categories of information will have their own privacy notice to tell people what information is being collected. These notices will map out how personal information flows through the service or project and how it is processed.

NHS Test and Trace

NHS Test and Trace Contact

NHS Support Payments

Environmental health

Facilities management and caretaking

Information services

Legal services

Neighbourhood services

Risk and insurance

3.   Retention Periods

We will only keep your information for as long as it is required.  The retention period is either dictated by law or by our information retention policies.  Once your information is no longer required it will be destroyed securely and confidentially.

4.   Data Sharing with Third Parties

We may share your information with third parties where we have a legal obligation to do so, or where permitted under Data Protection legislation, or with a third party working on behalf of the Company to deliver services.

We will strive to ensure that any third party who we share personal data with has sufficient systems and procedures in place to prevent any loss of data.

We will not share your data with third parties for marketing or sales purposes, or for any commercial use without your prior express consent.

5.   Detect and Prevent Fraud or Crime

We may use any of the information you provide with other bodies in order to prevent and detect fraud or crime.  This includes the Cabinet Office, the Department for Works and Pensions, other local authorities, HM Revenues and Customs and the Police.

6.   National Fraud Initiative and Data Matching

The National Fraud Initiative (NFI) is an exercise that matches electronic data within and between public and private sector bodies to prevent and detect fraud. Data matching involves comparing computer records held by one body against other computer records held by the same or another body to see how far they match.

7.   Your Rights

Your rights under the EU General Data Protection Regulations (GDPR).

• The Right to be informed; you have the right to be informed how your data is processed, via Privacy Notices such as this.
• The Right of Access; you have the right to access the personal information we hold about you.
• The Right to Rectification; we endeavour to ensure that information we hold about you is correct and up to date.  You may find that the information we hold is no longer accurate.  Please contact the Company to have the information corrected.
• The Right to Erasure; you have the right to have your personal data erased and to prevent processing in specific circumstances:
• Where the data is no longer necessary in relation to the purpose for which it was originally collected
• When you withdraw consent for the data to be processed
• When you object to the processing of the data and there is no overriding legitimate interest for continuing the processing
•  Your data was unlawfully processed
• Your information has to be erased in order to comply with a legal obligation

However, we may refuse to comply with your request for erasure for the following reasons:

• To comply with a legal obligation for the performance of a public interest task or exercise of official authority
• The exercise or defence of legal claims
• To exercise the right of freedom of expression and information
• For public health purposes in the public interest
• Archiving purposes in the public interest, scientific interest, historical interest or statistical purposes
• The Right to Restrict Processing; you have the right to ask us to stop the processing of your personal data.  However, this may cause delays or prevent us providing/delivering a service to you.
• The Right to Data Portability; you have the right to request your personal data in a structured, commonly used, machine readable format for transfer to other providers.
• The Right to Object; you have the right to object to your personal data being processed at any time.
• Rights in Relation to Automated Decision-Making Including Profiling; you have the right to insist on human intervention if a decision is based on the result of automated processing

8.   Right to Complain

If you are unhappy about the use of your data and would like to make a complaint or would like to exercise any of your other rights, then please let us know.

If you aren't satisfied with our response, you also have the right to lodge a complaint with the Information Commissioner's Office (ICO). Their contact details are below:

• Postal Address - The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
• Telephone - 0303 123 1113
• Website - www.ico.org.uk

9.   Telephone Calls

We will inform you if we record or monitor any telephone calls you make to us.  We do not record any financial card details if you make payments to us over the telephone.

10. Emails

If you email us, we may keep a record of your contact, your email address, and the email.  For security reasons we will not include confidential information about you in any emails we may send to you, unless you consent to this.

Any email, including its content, may be monitored and used by South Ribble Leisure Limited for reasons of security and for monitoring internal compliance with company policy. This includes the content of emails and attachments. For example, inappropriate or offensive content would be blocked. Please be aware that you have a responsibility to ensure that any email you write or forward is within the bounds of the law.

11. Website

General access to South Ribble Leisure Limited's public web site does not store or capture personal information.

During your use of our website, we automatically collect statistical data. This is used to identify how many people are accessing our website, which browsers they are using, and which is page is most popular etc. The information cannot personally identify you and is only used to improve our online services.

This site contains links and references to other websites. Please be aware that this Privacy Policy does not apply to those websites and we encourage you to read the policy of every website that you visit.

 South Ribble Leisure Limited's public website may request personal information when you:

• Complete an online form or survey
• Sign up for a Leisure Membership account
• Apply for a job vacancy
• Make an online payment

12. Cookies

We use cookies on our web site.  A cookie is a string of information that is sent by a web site and stored on your hard drive or temporarily in your computer's memory.  The information collected is used for the administration of the server and to improve the service provided by the web site.  No personal information is collected this way.

You can reject the use of cookies, but you may be asked for information again, e.g. to participate in a survey.  This statement only covers the company web sites maintained by us and does not cover other web sites linked from our site.

13. Information Security Incidents

Should you wish to report or suspect a security incident in relation to the personal information we hold about you, please contact the Companies' Data Protection Officer.

14. Further Information

For further information about the use of your information or to request a copy of your personal information held by South Ribble Leisure Limited please contact:

Data Protection Officer

South Ribble Leisure Limited

Civic Centre, West Paddock, Leyland PR25 1DH

Telephone: 01772 421491

Email: dpo@southribble.gov.uk

15. Changes to this privacy notice

We will regularly review and update this privacy notice to comply with changes in Data Protection legislation and to reflect changes in our services.

Privacy policy - Publicity and advertising - use of photography and video

Your Personal Data

Who we are:

We are South Ribble Leisure Ltd, and your privacy is important to us. We aim for full transparency on how we gather, use, and share your personal information in accordance with the General Data Protection Regulation.

South Ribble Leisure Ltd is a data controller.

This means we need to collect your personal data for the purposes of the organisation's publicity and advertising efforts.

Information collected:

• Image and/or physical likeness (in photography or video)

Information which may be collected dependant on nature of photograph or video:

• Name
• Address

Who will your information be shared with:

Your image or physical likeness through photography/video or your name may be used to promote the services, facilities or events of South Ribble Leisure Ltd and its associated partnerships and affiliations and may be shared with the other relevant Council partners.

Your image or physical likeness through photography/video or your name may be sent to local media and press organisations (third parties) and may then appear in physical newspaper copies, on news websites, television programmes, radio programmes, or social media channels.

Please note that websites and social media sites can be viewed throughout the world where data protection laws may vary.

We will not:

Use your personal data without your prior explicit consent other than as detailed above.

How we will seek your consent:

At organised events

Posters will be displayed at entrances of all events alerting to visitors that photography and video will be collected.

In the event of a ticketed event, reference to photography and video and a link to this privacy policy will be included in the event terms and conditions.

In promotion of services or facilities

Written consent will be taken dependant on the nature of the image capture. Consent will be taken before image or video capture.

Use of your name

Written consent will be taken dependant on the nature of the data capture.

Consent will be taken before use of your name.

Use of your address

Written consent will be taken dependant on the nature of the data capture.

Consent will be taken before use of your address.

How long will we hold your data for?

Your data will be held for a period of five years.

For legacy purposes, a small selection of images from events and key news stories will be gathered and retained beyond the five-year period. The retention of this data will be reviewed on a three-yearly basis.

You have the right to remove your consent at any time.

We only have the capability of removal of your image, physical likeness, or name from our internal records and on the organisation's owned channels.

Once used in the public domain, we are unable to police or remove your image, physical likeness, or name from third party channels.

Your rights

You have the right to:

• request a copy of your information (known as a subject access request)
• request rectification or erasure of your information,
• request a restriction on the processing of your information, and,
• object to processing of your information,
• complain to the Information Commissioner's Office about the way the South Ribble Leisure Ltd processes your information,
• set your browser to remove or reject cookies before using South Ribble Leisure Ltd website.

If you require further information about the use of your data or would like to exercise any of the above rights, please contact: Data Protection Officer, South Ribble Borough Council, Civic Centre, Leyland, Lancashire, PR25 1DH.

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner's Office at casework@ico.org.uk.

Website information

South Ribble Leisure Ltd encourages you to review the privacy statements of Web sites you choose to link to from South Ribble Leisure Ltd so that you can understand how those Web sites collect, use, and share your information. South Ribble Leisure Ltd is not responsible for the privacy statements or other content on Web sites outside of the South Ribble Borough Council family of Web sites.

Use of Cookies

The South Ribble Leisure Ltf Web site uses "cookies" to help you personalise your online experience. A cookie is a text file that is placed on your hard disk by a website via your web browser. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you and can only be read by a web server in the domain that issued the cookie to you.