Allotment privacy notice

This privacy notice is designed to help you understand how we use personal information when delivering our allotment letting processes, and specifically the data we need to formalise your tenancy agreement with us. We have set out the services types, the information we may use to deliver the services, who we may share it with, and how long we will keep it.

The services covered within this privacy notice

Environment and communities

Provides management and development of public open space, including allotments.

Information we hold about you

We only collect and use the minimum amount of personal information required when delivering a service to you. Wherever possible we use non-identifiable personal information.

We will use some or all of the personal information provided such as:

• your name, address and date of birth.
• business financial and operational details
• contact details, such as email address, mobile phone number etc.

Why we need your information and how we use it

We use your information to:

• enter into, and fulfil an agreement for the purchase of goods and services
• deliver the service, or handle your query
• maintain and administer the allotment database
• contact you in the event of a problem with your tenancy/plot
• send out renewal information
• enable us to meet all legal and statutory obligations
• notify you of changes e.g. repairs and maintenance
• process relevant financial transactions and chase up outstanding instalment payments

Who your information may be shared with

We do not share your information.

We may also use data processors to support activities, for example by providing the systems we need or delivering services on our behalf. This includes our case management systems Firmstep and Confirm.

The Data Controller

We are the Data Controller for this processing.

The lawful basis for the processing

Most of the personal information we process is provided to us directly by you, under the Data Protection Act 2018, the lawful bases we rely on for using your personal information is if we have a contractual obligation with you (UK GDPR Article 6 (b)

Protecting your information

Your information will be securely stored on our network.

How long will we keep your personal information?

We will only use your personal information whilst delivering the service to you and to deal with any questions or complaints that we may receive about this, unless the law requires us to keep it for a longer period. In practice, this means that your information will be kept for as long as you are a tenant, plus two years then destroyed. Your personal information would only be retained for longer than this in the event of tenancy determinations.

Your rights

Under data protection law, you have rights including:

• your right of access - you have the right to ask us for copies of your personal information
• your right to rectification - you have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• your right to erasure - you have the right to ask us to erase your personal information in certain circumstances
• your right to restriction of processing - you have the right to ask us to restrict the processing of your information in certain circumstances
• your right to data portability - you have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

To make a request follow the instructions on our Data protection for you page.

Who can I complain to if I am unhappy about how my data is used?

You can complain directly to our Data Protection team online or by post.

• By post: Data Protection Officer, The Portal, Wellington Road, Ellesmere Port, CH65 0BA

You also have the right to complain to the Information Commissioner’s Office using the following details:

• By post: The Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
• Telephone: 0303 123 1113

Will my personal information be accessible outside the UK?

Should the transfer of personal information outside of the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the personal information.

Your information is stored within the UK.