Privacy Notices - Advertising Privacy Notice

You need to be aware of this Privacy Notice if you are making an application to advertise an event in the Borough of Swindon.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

Swindon Borough Council is the data controller. The data controller decides how your personal data is processed and for what purposes.

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

Swindon Borough Council collects a data about you during the application process. This includes:

• Your name, address and contact details, as well as email address and telephone number.

Swindon Borough Council complies with its obligations under the GDPR. This means it keeps personal data up to date; stores and destroys it securely; does not collect or retain excessive amounts of data; protects it from loss, misuse, unauthorised access and disclosure; ensures that appropriate technical measures are in place to protect it.

• To contact you about your application by post, telephone or e-mail.
• For statistical analysis and evaluation of the advertising opportunities in Swindon.

In accordance with article 6 of the GDPR, data processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller.

We will not share your personal data outside of Swindon Borough Council except to prevent fraud or if required to do so by law.

We will do what we can to make sure we hold records about you in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include: 

• Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
• Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it.
• Training for our staff allows us to make them aware of how to handle information and how and when to report when something goes wrong.
• Regular testing of our technology and ways of working including keeping up to date on the latest security updates (commonly called patches).

The Council will hold your data on file for one year after the end of the advertising period. 

You have a number of rights. You can:

• access and obtain a copy of your data on request (Subject Access Request)
• require the Council to change incorrect or incomplete data
• require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Council’s Data Protection Officer, Civic Offices, Euclid Street, Swindon SN1 2JH or email DataProtection@swindon.gov.uk.

If you believe that the Council has not complied with your data protection rights, you can complain to the Information Commissioner at www.ico.org.uk.

You are under no statutory obligation to provide personal data to Swindon Borough Council during the advertising application process. However, if you do not provide the data, we may not be able to process your application properly or at all.