Privacy notice for Economic Development & Communications

What do we use the information for?

This privacy notice provides details of how the following teams within the Economic Development & Communications service handle the information we collect about you within our organisation. The Economic Development & Communications service works to secure the economic, social and environmental wellbeing of the East Riding through the promotion and delivery of economic development, regeneration, learning and skills and sustainable development activities. 

This privacy notice applies to the following teams: Bridlington Renaissance; Business Investment & Tourism Services; Corporate Communications; Learning & Development; Print & Design; Regeneration & Funding; Sustainable Development; Valuation & Estates; and Visit Hull & East Yorkshire (VHEY).

We use the information you give us for the following purposes

• Partnership management (internal and external)
• Grant and fund management
• Project management (including monitoring outcomes of funded programmes)
• Business premises and development sites advice and guidance
• Delivery of estates management
• Completion and certification of property transactions
• Processing of licence agreements
• Policy and strategy development and delivery
• Event management
• Volunteer engagement
• Consultations and public engagement activities
• Enrolment on internal training courses.

What information do we hold and use?

We collect and process the following information:

• Personal information (such as name, address, contact details)
  
• Special categories of personal information, where we have a legal requirement to do so (such as ethnicity, age range, disabilities, criminal activities, health,  access requirements, and medical and financial information reflecting past, present and future living circumstances)
  
• Standard banking details including bank address, sort code and account number
  
• Company information (such as company name, address, key contact)
  
• Trading information (such as VAT and company registration numbers, trading status, PAYE number, annual turnover, number of employees)
  
• Photographs and videos of individuals where the person may be identifiable 
  
• Legal documents (e.g. contracts). 

On what grounds do we use the information?

We process personal data only when:

• you have given consent to the processing of your personal data for agreed purposes
  
• it is necessary for the performance of a contract to which you are party or in order to take steps at your request of prior to entering into a contract
  
• it is necessary for compliance with a legal obligation
  
• it is necessary in order to protect the vital interests of you or of another person, and
  
• it is necessary to protect our clients, customers, premises, assets and partners from crime through the operation of CCTV systems in our business centres and associated car parks, which record images for health and safety and security.
  

We process special categories data only when:

• you have given explicit consent to the processing of your personal data for agreed purposes and it is permitted by law
  
• it is necessary for the purposes of carrying out the obligations and exercising specific rights that we have in the field of employment and social security and social protection law in so far as it is authorised by law, and
  
• it is necessary to protect the vital interests of you or of another person where the data subject is physically or legally incapable of giving consent. 

How do we collect this information?

We collect information by the following mechanisms:

• Application form
  
• Enquiry form
  
• Initial assessment form
  
• Online forms
  
• Inspections/site visits
  
• Consultation exercises
  
• Licences and subscriptions
  
• Event registration and delivery
  
• Personal and professional correspondence. 

We collect information by the following means:

• Online
  
• Via email
  
• Over the telephone
  
• By paper correspondence
  
• In person (face-to-face). 

Who we share your information with?

We will only share your information with other local authorities, public sector bodies, Government departments, Local Enterprise Partnerships and relevant third party funding and support organisations where we are required to fulfil a contractual obligation. Third parties may include, but are not limited to, ministerial departments, agencies and public bodies, Local Enterprise Partnerships, European Funding Programmes and business support organisations.

You will be required to sign a privacy statement as necessary to give your consent to any information sharing for any partnership management and volunteer engagement activities lead by teams within the Economic Development and Communications service. We regularly review consents to check that the relationship, the processing and the purposes have not changed.

How long do we store it and is it secure?

The information you provide may be stored in both manual and electronic formats and it will be held to facilitate the services provided by projects and to assist with record keeping, statistical and research purposes, statutory purposes and to facilitate on-going communication. Authorisation provided by individuals in association with the activities outlined in the section ‘What do we use the information for?’ is done so with permission for their information to be stored and processed as specified.

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held visit the retention page. 

Details of how we keep your information secure are available on the general privacy information page.

At the end of that retention period, your data will either be deleted completely or anonymised; for example, by aggregation with other data so that it can be used in a non-identifiable way for ongoing statistical analysis and reporting.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined upon the data protection rights page. In most cases, people who have been involved with the business intelligence page will have the following rights:

• The right to be informed – You are entitled to be informed about the collection and use of your personal data.
  
• The right of access – You are entitled to see the information the service holds about you and can request a copy by emailing data.protection@eastriding.gov.uk  
• The right to rectification – If you believe any information the service holds about you to be incorrect please email economic.development@eastriding.gov.uk and we will amend the information accordingly. 
• Rights in relation to automated decision making and profiling – We will only carry out this type of decision making when it is necessary for the entry into or performance of a contract. You will have been notified about this information processing within the terms and conditions of the contract prior to your agreement.
  Where Iegitimate interest is the lawful basis for processing, for example for direct marketing purposes when we may contact you from time to time about products or services that may be of interest, you will also have the two additional rights below. Please note that we will only contact you when there is a justifiable and valid balance of interests, that receiving such marketing is to reasonably expected and there is a minimal privacy impact. If you wish to unsubscribe from any marketing communications you receive from us, please reply with ‘STOP’ and we will amend our records accordingly.
• The right to erasure – You have the right for your personal data to be erased in certain circumstances.
• The right to object – You have the right to object to processing based on legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling), direct marketing (including profiling) and processing for purposes of scientific/historical research and statistics.

• The right to restrict processing – You have the right to request the restriction or suppression of your personal data. Please note that this is not an absolute right and will only apply in certain circumstances.
• The right to data portability – you have the right to request the restriction or suppression of their personal data. Please note that this is not an absolute right and will only apply in certain circumstances.

Where can I find out more?

We will always ensure any information you provide is kept secure and confidential. Please visit the following page if you want to know more about data protection, how the council uses information and your rights.

If you have a concern about the way we are collecting or using your data, we request that you raise your concern with us in the first instance. 

Contact details are available on General privacy information. 

Alternatively, you can contact the Information Commissioner’s Office.