Event or outdoor activity application - privacy notice

Calderdale Council of Town Hall, Crossley Street, Halifax, HX1 1UJ is registered with the information Commissioner's Office (ICO) under the provisions of the Data Protection Act 2018.

We take our responsibility under the Act very seriously. This notice explains how your personal information will be used in order for us to process your request for:

• an event application;
• or outdoor activity application (sometimes also known as a License to Occupy).

The type of information we will collect

• Name and address.
• Email address.
• Phone number.
• Emergency contact number for use during the event if needed.

Why we collect and hold this information

Your personal details are collected for these uses:

• To process your event application.
• To ensure permission has been given by the Council to Applicants to use Council land/resources for the event.
• To enable communication and coordination between partners and Applicants, to help minimise any impact attributed to events. This includes exchanging risk assessments, event plans and other relevant information.
• To ensure the correct process is followed for approval of any road closures.
• For public liability insurance purposes and to indemnify the Council against any liability for damages or costs incurred.
• To communicate relevant information regarding future events and opportunities that might be of interest to you.

The lawful basis for the processing of your information

• Article 6(1)(b).
  • For the performance of a contract to which the data subject is party;
  • or in order to take steps at the request of the data subject prior to entering into a contract.
• Article 6(1)(e).
  • For the performance of a task carried out in the public interest;
  • or in the exercise of official authority vested in the controller.

Sharing your personal data

Your personal information will be shared where necessary with these organisations:

• Members of the event Safety Advisory Group (eSAG):
  • Calderdale Council services:
    • Parking;
    • Planning;
    • Highways;
    • Health and Safety;
    • Registration and Licencing;
    • Insurance.
  • West Yorkshire Police.
  • West Yorkshire Fire and Rescue Service.
  • Yorkshire Ambulance Service.
• West Yorkshire Combined Authority (WYCA).
• Environment Agency.
• Utilities companies.
• Strategic Integration Ltd t/as Open Brolly, the data processors for our Event Booking System.
• Other individuals or organisations that may be directly affected by the event and/or those whom the Council may need to consult with to safely manage the event.

We will never share your information with third parties without your consent unless the law allows us to do so.

How long we will keep your information

• A maximum of 6 years and 4 months from the date the site is handed back after the event.

When we may keep your information longer

If we are informed of an incident or personal injury at an event during the retention period stated above.

Your rights

The GDPR gives people these rights:

1. To be informed.
2. Access.
3. To rectification.
4. To erasure.
5. To restrict processing.
6. To data portability.
7. To object.
8. Also, rights in relation to automated decision making and profiling.

Please note: Not all rights are absolute and will only apply in certain circumstances.

For more information, please email: eventsandfilm@calderdale.gov.uk.

You can complain if you feel we have not handled your data in line with the law. To do this, please email our Data Protection Officer: information_management@calderdale.gov.uk.

You can also lodge a complaint with the ICO.