Privacy notice – Events hosted by the Chief Executive's Office

Overview

This privacy notice covers all events hosted by the Chief Executive’s Office. Examples of events include volunteer thank you afternoon teas, civic events and anniversaries, including the Claude Nunney Victoria Cross Paving Stone unveiling ceremony held in September 2018.

East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.

What information is being used?

We will collect the names, postal addresses, email addresses and contact numbers of guests invited to events.

Photographs may be taken of the events and invited guests. On rare occasions, photographs may also include members of the public observing the events.

How will your information be used?

Contact details (names, postal addresses, email addresses and contact numbers) will be used to send formal invitations to guests and dignitaries invited to participate in events.

Photographs will be used for not-for-profit promotion of our events on the East Sussex County Council website, East Sussex intranet, East Sussex First World War website, East Sussex County Council corporate social media accounts and in press releases published on the East Sussex Newsroom.

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.

Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

Your information is not processed outside of the European Economic Area.

How long will your information be kept for?

Contact details (names, postal addresses, email addresses and contact numbers) will be deleted following events. The only exception is the names of volunteers invited to volunteer teas. This is to avoid duplication in the volunteer nomination process, therefore, the names of volunteers invited to thank you teas within a Chairman’s term will be held for the duration of that term (two years).

Photographs will be retained indefinitely as a historical record of civic events.

Sharing your information

Photographs may be shared with other organisations that have played a role in organising events, including the East Sussex Borough and District Councils, High Sheriff of East Sussex and the East Sussex Lord Lieutenancy’s office.

Any sharing of personal data is always done:

  • on case-by-case basis
  • using the minimum personal data necessary
  • with the appropriate security controls in place
  • in line with legislation.

Information is only shared with those agencies and bodies who have a "need to know" or where you have consented to the sharing of your personal data to such persons.

We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information
  • to ask for access to your information
  • to ask for your information to be corrected if it is inaccurate or incomplete
  • to ask for your information to be deleted or removed where there is no need for us to continue processing it
  • to ask us to restrict the use of your information
  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
  • to object to how your information is used
  • to challenge any decisions made without human intervention (automated decision making)

Please visit data subject rights for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak directly to our service:

Alice Pippard, Executive Officer - alice.pippard@eastsussex.gov.uk or 01273 481816.

To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.

Further information on making a complaint.

You can also contact the ICO for further information or to make a complaint:

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

Phone: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Email ICO

Report a concern on the ICO website