Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photograph, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual.
The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice is provided to you by Great Aycliffe Town Council which is the owner of the OakLeaf Sports Complex and the data controller for your membership data.
Personal data held
A description of the personal data that the council processes in respect of memberships at the OakLeaf Sports Complex and for what purposes is set out below:-
- Names, titles, and aliases,
- Date of birth;
- Contact details such as telephone numbers, addresses, and email addresses;
- Financial identifiers such as payment card numbers and cheques.
Use of personal data
We use your personal data for the following purposes:
- To maintain and administer the membership database for the facility;
- To process relevant financial transactions and chase up outstanding payments;
- To record usage of the facility and have a record of who is using the facility at any given time in the event of an emergency;
- To confirm age and ascertain which membership category applies;
- To enable us to meet all legal and statutory obligations;
- To maintain our accounts and financial records;
- To notify you of changes to our facilities and services e.g. closures of facilities due to unforeseen circumstances;
- To allow the statistical analysis of usage and membership data;
- To ensure the coaching staff have background information on health issues.
Our processing also includes the use of a CCTV system for the prevention and prosecution of crime.
We will not process any data relating to a child (under 18 years of age) without the express parental / guardian consent of the child concerned.
Sharing of your personal data
(Other data controllers that the OakLeaf Sports Complex works with)
This section provides information about the third parties with whom the council may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):
- XN Leisure (providers of the leisure booking and till system who have remote access to the membership database in the event of problems with the system)
- Technology Services Group (the Council’s I.T. support provider who have remote access to the Council’s servers and systems in the event of hardware of software problems)
- Barclaycard (providers of the Council’s payment card machines)
- County Court (in the event of non-payment of membership fees and outstanding balances)
We may need to share your personal data we hold with the above organisations for the reasons set out above, so that they can carry out their responsibilities to the council. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the council and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you.
If you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.
The Council will comply with Data Protection Law.
This requires that the personal data we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have told you about.
- Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.
What is the legal basis for processing your personal data?
The council is a public authority and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers.
This Privacy Notice sets out your rights and the council’s obligations to you.
In the specific case of your OakLeaf Sports Complex Membership, the Council processes your personal data as a condition of membership. This is because it is necessary for the performance of a contract with you, or to take steps to enter into a contract.
Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so.
We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information.
We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim.
In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
In the specific case of your OakLeaf Sports Complex Membership, the Council will retain your personal information for only as long as you are a member of the facility and one year thereafter. Your personal information would only be retained for longer than this in the event of outstanding payments.
Your rights and your personal data
You have the following rights with respect to your personal data.
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
- The right to access personal data we hold on you
- At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
- There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.
- The right to correct and update the personal data we hold on you
- If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
- The right to have your personal data erased
- If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
- When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).
- The right to object to processing of your personal data or to restrict it to certain purposes only
- You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
- The right to data portability
- You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
- The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
- You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
- The right to lodge a complaint with the Information Commissioner’s Office.
- You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Transfer of data abroad
The Council does not transfer any data abroad.
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on the Council website at great-aycliffe.gov.uk. This Notice was last updated in May 2018.
Contact Details/Data Controller
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at: The Data Controller, Council Offices, School Aycliffe Lane, Co Durham, DL5 7QJ, or by email at firstname.lastname@example.org.
Information Commissioner’s Office
To learn more about your rights please see the ICO website Information Commissioner’s Office
If something goes wrong with your personal information, or you have questions about how we use it, please contact Daniel Austin, Town Clerk, as above.
If we have not been able to deal with your complaint, you can also contact the
Information Commissioner’s Office
Telephone: 0303 123 1113 (local rate) or (+44) 1625 545 745 if calling from outside the UK
Textphone Service 01625 545860
Fax: 01625 524 510