For simplicity, throughout this notice, ‘we’ and ‘us’ means Winchester City Council.
For clarity, when you provide us with information you are providing Winchester City Council with this information.
This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we will store and handle that data and keep it safe.
We want you to be fully informed about your rights, and how One Great Win, as a project commissioned by Winchester Town Forum as well as its partners in this project, uses your data.
How to contact us
We hope the following sections will answer any questions you have but if not, please do get in touch with us. You should contact One Great Win Data Protection Officer: Lorna Hutchings – firstname.lastname@example.org
Explaining the legal bases we rely on
The law on data protection sets out several different reasons for which an organisation may collect and process your personal data. It will always be clear, when we collect your data, what we will be using it for. The likely lawful reasons for processing your data will, include:
In specific situations, we can collect and process your data with your consent, for example, when you tick a box to receive email newsletters.
We may be required by law to process your data in specific situations. For example, we may be required to pass on details of people involved in fraud or other criminal activity affecting Winchester Town Forum or its partner Winchester City Council.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part providing our services, and which does not materially impact your rights, freedom or interests. Where we rely on legitimate interest, we will always make sure it is appropriate for us to do so.
When do we collect your personal data?
When you contact us by email, for example to ask for more information about the One Great Win project, or because you have a complaint or query
If you contact us by email your name, email address and any other information you provide will be stored in our email package and on the computers we use to access our emails. We will only use the information you provide for the purposes of responding to your email. If your email relates to one of our associates, then we may pass your email on to them if it is appropriate to do so.
If you contact us by phone, we will only use the information you provide for the purposes of responding to your call (e.g. noting your name, number and query for response purposes). If your call relates to one of our partners, then we may pass the above details on to them if it is appropriate to do so. We may also record/pass on any additional information requested by us for the purposes of responding to your query, for example an email address (see above). Any personal data or recorded notes from our conversation needed for future reference will be held securely on our password-protected systems.
When you use the One Great Win website
When someone visits the One Great Win website, we make use of the Google Analytics service to collect standard information about visitors to the sites and their behaviour (e.g. what pages they viewed). The data provided by Google Analytics is anonymised and in no way enables us to identify individual visitors, however, Google Analytics will place a cookie on your device to enable the service. For more information about how Google Analytics cookies work on websites visit: https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie-usage.For more information about cookies and how you can disable them, please visit http://www.allaboutcookies.org.
The One Great Win website is hosted in the UK using industry standard website hosting technologies and security.
When you fill out a contact form on the One Great Win website
If you fill out one of our contact forms or any other web form on the One Great Win website, it will send an email to us. A copy of your email is not stored by the website and will be stored within our secure email system. The data collected via the form will be used for the purposes of dealing with your enquiry.
When you interact with us via social media (e.g. Facebook, Instagram and Twitter)
If you contact us or interact with us via any of our social media channels, we do not record or hold any data about the interaction other than within the usual social media service provided.
In person at One Great Win events
You may be approached and asked to fill out a survey which may ask for such information as your postcode, age range, reason for attending the event, etc. All information collected is anonymous and you will not be asked to give your name or any other identifiable information. It will be held for the purposes of assessing where attendees at One Great Win events have come from, how far they have travelled, what ages they are and what their views are about the future of Winchester City. This information will be held (anonymously) within a password-protected system for 10 years and the findings of our research will directly inform the structure and intent of the next Planning Policy Framework of Winchester City Council.
Our processing of your data when received from a third-party (e.g. a partner or third-party website) where you have given consent to share the data
If we are provided, by a third-party, with your data for the purposes of contacting your about One Great Win, we will make sure you have consented to receive such information and notify you, that we have your data within one month of receiving it (so you know that we have it, why we have it and what we will be using it for).
When you provide comments or reviews of the One Great Win project
If you provide us with comments or reviews of the One Great Win project and/or events, we may publish these on our website and or social media. If your comment or review includes information about a team member or partner who provided a service, it may be passed on to them if you request us to do so.
When you fill in any forms at an event (e.g. a health and safety incident form)
If you fill out any other forms at a One Great Win event, for example, if an accident happens, a One Great Win team member (or a member of its partner organisations) may collect your personal data for the purposes of fulfilling health and safety regulations. Your data will only be used for this purpose.
If you’re a partner/associate
If you are one of our partners or affiliates for the One Great Win project, we may hold, for the purposes of managing our relationship, a contact name, job title, organisation name and address, contact phone number and email address. This data is held in a password-protected contact database.
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
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 statistical analysis and business planning.
Data collected for the One Great Win project will be kept until at least 31 December 2030 for research purposes and to report to the Winchester Town Forum and Winchester City Council for planning purposes. After that time, it will be destroyed in a secure manner.
How we protect your personal data
We know how much data security matters to all One Great Win visitors and partners. We will treat your data with the utmost care and take all appropriate steps to protect it. We will always make sure we implement appropriate technical and organisational measures to ensure your data is kept securely. We regularly monitor our systems for possible vulnerabilities and attacks.
Who do we share your data with?
We may share your personal data with trusted third parties for evaluation and monitoring purposes, for example, the partnership as listed above. We will rely on legitimate interest to do this and ensure:
We provide only the information they need to perform their specific services.They may only use your data for the exact purposes we specify in our contract with them.
We work closely with them to ensure that your privacy is always respected and protected. If we stop using their services, any of your data held by them will either be deleted or rendered anonymous. We will only share your data with third parties for their own purposes in very specific circumstances, for example:
With your consent, given at the time you supply your personal data, we may pass that data to a third party for evaluation and monitoring purposes.
For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and we take your privacy into consideration before disclosing such information.
For further information please contact our Data Protection Officer
Third party processors
Where we use third-party cloud-based services for the purposes of effectively running the visioning project, we will make use of these services and process your data via them only after carrying out due diligence for the purposes of ensuring their compliance with data protection, maintaining adequate security of your data and ensuring they apply adequate data protection principles to the processing of the data we supply. We also make sure that a data processing agreement or contract is in place to protect your data.
Under current data protection legislation in the UK, you have rights as an individual which you can exercise in relation to the data we store and process about you. You can find more information about your rights on the Information Commissioner’s website: https://ico.org.uk/for-the-public/
If you want to make a complaint about the way we are processing your data, you can contact our Data Protection Officer (using the contact details above). You also have the right to complain to the Information Commissioner’s Office: https://ico.org.uk/concerns/
How to withdraw consent and object to processing
Where we are processing your data and need to ask your permission to do so, you are able to withdraw your consent at any time. You also have a right to ask us about any automated processing of your data and ask us to stop that processing (although we do not carry out any automated processing of your data).
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
If you wish to raise concerns about the way we are processing your data or would like to raise an objection, then please email us via: email@example.com
Keeping your data up to date
It is important that any of your data that we process is kept up to date. We may from time to time ask you to verify your contact details but if you wish to update any information, we hold about you, please contact us using the contact details below.
Erasure of your data (the “right to be forgotten”)
Under some circumstances you may request us to delete your data from our systems. Where this is possible (e.g. we don’t have any legal purpose for continuing to process your data) we will erase it from our systems.
If you wish to exercise your right to be forgotten, please contact us via the contact details below.
Your right to portability allows you to request a machine-readable format of the data you supplied to us and associated service logs (where we store them). Please contact us, using the contact details below, if you wish to receive a CSV export of your data.
Access to your data
You have the right to ask us about what data we hold about you, how we process it and provide you with a copy of the information, free of charge and within one month of your request.
To make a request for any personal information we hold and process about you, we would prefer it if you could put it in writing or in an email to our Data Protection Officer. We will need to verify your identity before providing the information and where necessary may contact you further to ensure we understand what data you are requesting.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it. If you have any questions that haven’t been covered, please contact our Data Protection Officer who will be pleased to help you:
Or write to us at:
Lorna Hutchings MRTPI, Principal Planning Officer – Team Leader
North Development Management City Offices, Colebrook Street, WINCHESTER, Hants, S023 9LJ
We may change or update elements of this privacy notice from time to time or as required by law. The most current version of our privacy notice is available on the One Great Win website.