Communications privacy notice

1 Council contact details

1.1 West Northamptonshire Council
Registered Office:
One Angel Square
Angel Street
Northampton
NN1 1ED

www.westnorthants.gov.uk

1.2 West Northamptonshire Council is committed to protecting your privacy when you use our services. This Privacy Notice explains how we use information about you and how we protect your privacy.

This Privacy notice relates to press contacts held by the Communications team.

2 Information that we hold

2.1 West Northamptonshire Council collects and holds personal information from you. We need to hold this information to deliver services and provide you with updates on council news. We will only collect personal data that we need and the information you provide will be held securely in West Northamptonshire Council’s systems.

We rely on our legitimate interest to process your information as our legal basis. We do not collect or hold any special categories data for this processing.

Filming and photography are the recordings of digital videos and still images. These are recorded by us at various council events. This information may include members of the public and those inside, entering or in the immediate vicinity of the event being filmed. Written consent will be required from the parents or guardians of anyone under 16 years old.

Video recordings and still images, if they show a recognisable person, are considered personal data and are covered by data protection legislation. Anyone who believes that they have been recorded on film or in photographs is entitled to ask for a copy of the data, subject to exemptions contained in the legislation. They do not have the right of instant access.

If you have any queries that are specific to filming or photography at our events email: [email protected]

3 How the information is obtained

3.1 Most of the personal information we process is provided to us directly by you for one of the following reasons:

You are a member of the media and require information from the council
You are a member of the public and have provided the information to us in relation to a customer service enquiry or because you wish to receive updates on the council’s work
You have requested to be advised of upcoming events, promotions or award schemes

We promote services using a variety of channels including the web, social media, promotional material and our own publications to publicise our services and policies. Where images are captured, they may be used to form part of that publicity.

3.2 There are a number of reasons why we need to collect and use your personal information. Generally, we collect and use personal information where:

you have requested a service from us
you have entered into a contract with us
you have made your information publicly available

4 What we do with the information

4.1 We use the information that you have given us in order to:

Keep you updated on the council’s work
Provide you with responses to customer service enquiries
Respond to media enquiries and requests
Promote our services

4.2 In most cases, the personal data we collect about you will be held securely in a dedicated secure system only accessible by the Communications team at West Northamptonshire Council. We will always keep your personal information safe and no other third parties have access to your information unless the law expressly allows them to. The only exception is in regard to customer service enquiries, in which case your details will be shared with our Customer Service team and might be shared with the relevant service area in order that we can provide a resolution.

Images captured through filming and photography footage will only be used by us and will not be shared with any other organisation without obtaining your consent. All footage will be stored securely in an electronic system which will only be accessible by authorised users.

The information processed may include visual images, personal appearance and behaviours.

5 How long we keep your information for and how we securely dispose of it after use

5.1 We keep your personal information for all aspects of processing in line with the council’s retention schedules.

Images captured through filming and photography will be retained for historical and archive purposes. We regularly review our retention policy and will remove footage when it is no longer required these purposes.

5.2 We will securely dispose of your information in line with the Council's Retention Schedules.

6 How we store your information

6.1 Your information is securely stored on the council’s ICT systems (either on premise or within secure UK based cloud environments).

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Privacy Policy for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

7.3 The right to withdraw consent (if applicable). You can ask that we no longer use your details for this [processing/groups of processing]. If you wish to exercise this right, please contact the Data Protection Officer.

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 06 July 2023