Guildhall bookings and Facilities Management privacy notice

1. Council contact details

1.1. West Northamptonshire Council

Registered Office:

One Angel Square
Angel Street
Northampton
NN1 1ED

1.2. This privacy notice sets out how the Facilities team collects, uses and protects the information you may provide to us in connection with a booking enquiry, function or building access. By using our services you are accepting and consenting to the practices described herein.

This privacy notice should be read alongside our Corporate Privacy Notice.

2. Information that we hold

2.1. We are registered to collect, hold and process personal data with the Information Commissioner’s Office under the notification number ZA896620.

Your name
Your contact information, including your e-mail, phone number and/or postal address
Information about your booking, including details of any guests you might provide to us
Car registration
Any other information relevant to your booking, event or access

3. How the information is obtained

3.1. Your information is collected when you request information from, book a room/event with us or request access to the building.

We may collect this information via telephone, on-line, email or in person.

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
it is necessary for archiving, research, or statistical purposes - for these purposes your data would be used in a pseudonymised format (name and other identifying information replaced with a unique number)

4. What we do with the information

4.1. We require the information we collect to provide you with a service you have asked us to deliver (such as room hire, a wedding ceremony or a party).

Any information you provide will be used by Facilities Management only. We will update your information whenever we get the opportunity to keep it current, accurate and complete.

4.2. Your personal information will not be passed onto any other third party without your permission unless this is to allow us to adhere to our legal obligations and perform a public task. Where this is necessary we will do so discreetly and ensure that data sharing is in place for the purposes of progressing your initial request only.

We have a duty to protect the public funds we or other agencies administer. Therefore, where a statutory duty exists your information may also be shared with other regulatory bodies and organisations responsible for auditing and administering public funds, such as the Audit Commission for data matching purposes in accordance with the Audit Commission Act 1998.

Your information may also be shared for the prevention/detection of crime with other public bodies, such as but not limited to the police.

If you have previously agreed for Facilities Management to retain your details, you may change your mind at any time by contacting us.

If you believe any of the information that we hold about you is incorrect, please email us as soon as possible and we will correct the data or delete your record if that is your preference.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we use secure (password protected) facility management software systems to control access to your information.

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

5.1. We keep your personal information in line with the council’s retention schedules. Your information will be automatically deleted if you do not make contact with us for up to 7 years.

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 systems.

7. Your data protection rights

7.1. The law gives you several 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.

8. Who to contact

8.1. If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

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