Parks and Countryside privacy notice

Our contact details

Name: Data Protection Officer

Address: Time Square, Market Street, Bracknell, RG12 1JD

Phone Number: 01344 352000

Email: dpo@bracknell-forest.gov.uk

Bracknell Forest Council is registered as a controller with the Information Commissioner’s Office (ICO).

You can find us on the ICO website - our registration number is Z4971654.

The type of personal information we collect

We currently collect and process the following information:

• name
• contact details including address, email and telephone

How we get the personal information and why we have it

We receive personal information from you when you contact us in the following ways:

• telephone
• email
• letter
• through completion of enquiry forms on the council website

Comments or questions from residents and business contacts

Personal information is received following contact to make a comment or ask a question such as how:

• the council manages green spaces under its ownership
• to make bookings for the use of facilities on open spaces
• to report issues with open spaces

Planning applications

Personal information is received in applications:

• related to Tree Preservation Order (TPO) Regulations
• where a professional opinion on trees, biodiversity, rights of way or landscape design is required

Rights of way network

Personal information is received as part of managing the rights of way network. This includes applications to vary data held as part of the definitive maps for the network.

Tennis court hire

We receive information from the Lawn Tennis Association's booking system named 'Clubspark'.

Tennis clubs sign up to use the service through Bracknell Forest Council. The council acts as the ‘administrator’ for the account.

We receive information when are courts are hired at:

• Westmorland Park
• Farley Wood
• The Parks

A limited number of Bracknell Forest Council staff have access to system. No personal data of tennis club members is extracted or used for any Bracknell Forest Council purposes.

How the law allows us to use your personal information

Lawful basis for processing

Under the UK General Data Protection Regulation (UK GDPR), the lawful basis we rely on for processing the information is Article 6 UK GDPR:

• (a) your consent
• (e) we need it to perform a public task

Your consent

Where we use consent to process your personal data, we will explain to you what we are asking you to agree to and why.

If we have consent to use your personal data, you have the right to remove it at any time.

If you want to remove your consent, please contact rangers@bracknell-forest.gov.uk and we will deal with your request.

If you remove your consent we are unlikely to be able to provide continued services to you.

Public task

The public task we carry out as a local authority, is found in:

• Wildlife and Countryside Act 1981
• Countryside and Rights of Way Act 2000
• Rights of Way Act 1990
• Natural Environment and Rural Communities Act 2006
• Road Traffic Regulation Act 1984
• Cycle Tracks Act 1984
• The Planning Act 2008
• Town and Country Planning (Tree Preservation)(England) Regulations 2012

Who we share your information with

Information held by the council may be shared with Continental Landscapes Ltd (the council’s ground maintenance contractor). Information will be shared if the query relates to an area managed under this contract and feedback directly from the contractor is needed.

How we store your personal information

Your information is securely stored on our secure server. Your contact details will be kept for six years. We will then dispose your information by deleting the information from our server.

Retention periods are laid out in the council’s retention and disposal schedule.

Your data protection rights

Under data protection law, you have rights we need to make you aware of. The rights available to you depend on our reason for processing your information.

Your right of access

You have the right to ask us for copies of your personal information. This right always applies. There are some exemptions, which means you may not always receive all the information we process.

Find out more about your right of access from the ICO.

Your right to get your data corrected

You have the right to ask us to correct information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete. This right always applies.

Find out more about your right to get your data corrected from the ICO.

Your right to get your data deleted

You have the right to ask us to delete your personal information in certain circumstances.

Find out more about your right to get your data deleted from the ICO.

Your right to limit how organisations use your data

You have the right to ask us to limit the processing of your information in certain circumstances.

Find out more about your right to limit how organisations use your data from the ICO.

Your right to object to the use of your data

You have the right to object to processing if we are able to process your information because the process forms part of our public tasks.

Find out more about your right to object to the use of your data from the ICO.

Your right to data portability

This only applies to information you have given us. You have the right to ask that we transfer the information you gave us from one organisation to another, or give it to you.

The right only applies if we are processing information based on your consent or for the performance of a contract, and the processing is automated.

Find out more about your right to data portability from the ICO.

Service adjustments

As a public authority and a provider of services to the public, we have a legal duty to comply with the Equality Act 2010.

This means we need to make service adjustments for anyone with a disability who contacts us in any capacity, to eliminate any barriers to accessing our services.

Our lawful basis for processing this information is article 6(1)(c) of the UK GDPR as we have a legal obligation to provide this. Our processing of special category data, such as health information you give us, will be based on article 9(2)(a), which means we need your consent.

We will create a record of your adjustment requirements. These will give your name, contact details and type of adjustment required, along with a brief description of why it is required. Relevant staff can access this to make sure they are communicating with you in the required way.

Please contact rangers@bracknell-forest.gov.uk should you require service adjustments.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at dpo@bracknell-forest.gov.uk

You can also complain to the ICO if you are unhappy with how we have used your data by:

• visiting the ICO website
• phoning the ICO helpline on 0303 123 1113
• writing to:
  • Information Commissioner’s Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF