Privacy notice: Volunteer groups

1. Introduction

This notice provides additional privacy information regarding the application process to become an established volunteer group, working in partnership with South Tyneside Council.

We will keep our privacy notice under regular review and will advise you of any updates on our website.

This Notice was last reviewed in March 2021.

2. Who we are

For the purposes of Data Protection legislation, South Tyneside Council is the Data Controller.

3. What type of personal information do we collect?

We may collect the following types of personal information:

Name/Group name
Address
Telephone number
Email address

4. How do we collect personal information?

We may collect your personal information in a number of ways, for example:

In person
In writing - for example letter or email
Telephone calls
Online forms
Referrals from another department

5. Why do we collect your personal information?

South Tyneside Council will collect, record, process and store the Personal Data of residents who wish to become an established volunteer group, working in partnership with South Tyneside Council.

The Freedom of Information Act and Environmental Information Regulations require us to collect a name for every request. We also need contact details in order to respond to each request such as an email address or home address.

We also receive enquiries from various organisations listed in section 4 above who will provide personal details of the individuals they are making enquiries about.

6. Who might we share your personal information with?

Personal information may be shared within the internal team at South Tyneside Council.

We will not share your personal information with any other third parties unless you have specifically asked us to do so.

7. How long will we keep your personal information?

We will hold your personal information relating to Freedom of Information Requests, Environmental Information Requests, Subject Access Requests and Enquiries for 3 years from the date of request. At the end of this period, it will be deleted unless there is any special reason for keeping it.

8. What is our legal basis for using your personal information?

To use your personal information there must be a lawful basis to do this, such as, through a contract, performing a public task or where there is a legal obligation.

The Council will use your personal information under the following legislation:

Freedom of Information Act 2000 (FoIA)
Environmental Information Regulations 2004 (EIR)
Data Protection Act 2018

9. How do we keep your personal information secure?

Information provided via our application forms is held securely on our network. Only officers working within the Green Space team and system administrators have access to these records.

10. Is your personal information used overseas?

We will not process your personal information outside of the European Economic Area (EEA).

11. What are your rights?

Your individual rights are set out in law. Subject to some legal exemptions, you have the following rights:

Right to be informed
Right of access
Right to rectification
Right to erasure
Right to restrict processing
Right to data portability
Right to object
Rights in relating to automated decision making and profiling

12. Contact us

If you would like to exercise your rights in relation to your personal information, or you feel that something has gone wrong with your personal information, you can contact us in either of the following ways:

By email: data.protection@southtyneside.gov.uk

By telephone: 0191 424 6539

In writing:

South Tyneside Council
Information Governance
Town Hall and Civic Offices
South Shields
NE33 2RL

If you feel that the Council has not handled your information correctly you can contact the Information Commissioner's Office (ICO). The ICO is the Government's Independent Body responsible for overseeing data protection. In most cases the ICO will only review cases that have exhausted the Council's internal procedures.

The ICO's contact details are as follows: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. More information can be found on the ICO's website at www.ico.org.uk.

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