Cherwell District Council is committed to protecting and respecting your privacy.
Through this Privacy Notice we have sought to be as transparent as possible and fully explain how your personal data is held and processed.
This privacy notice applies to services provided by Cherwell District Council’s Healthy Communities and Healthy Place-Shaping service and tells you what to expect us to do with your personal information.
If you have any questions about this privacy notice or any concerns about how we process your data, please contact firstname.lastname@example.org or call 01295 221980. The privacy notice will continue to be monitored and updated. You are advised to check this page from time to time.
What type of information we have
Dependent upon the process, activity or initiative you are participating in, the range of personal information processed about you will vary. This data can include sensitive personal data such as names, addresses, dates of birth, contact details, ethnicity, biometric information, medical information, financial information and gender.
How do we obtain your information?
Most of the personal information we process is provided to us directly by you for one of the following reasons.
- You may give us your personal data by filling in forms or by corresponding with us by post, phone, email.
- You may provide personal data when you sign up to enquire about council provided service, request information, complete a survey, apply for a grant, give us feedback or make a complaint
We also receive personal information indirectly, in the following scenarios:
Data from devices including GPS trackers and fitness trackers. This will be to evaluate health or wayfinding projects, but only where you have consented in advance to use such devices for these purposes.
Data from Land Registry or planning documents, where you have an interest in a property that is subject to an Asset of Community Value nomination or listing.
If it is not disproportionate or prejudicial, we'll contact you to let you know we are processing your personal information.
Our Lawful basis for processing your information
The lawful basis we rely on for processing this information is:
Your consent. You can remove your consent at any time by contacting email@example.com or call 01295 221980
Legal obligation – in processing an Asset of Community Value the council has an obligation (under regulation 8 of the Assets of Community Value (England) Regulations 2012) to take all practicable steps to identify and inform relevant parties, including owners, tenants and lessees.
If the information you provide us contains special category data, such as health religious or ethnic information the legal basis we rely on to process is Your consent. You can remove your consent at any time by contacting firstname.lastname@example.org or call 01295 221980
Why we use your personal information (Purpose of Processing)
The personal data we collect will be used for the following purposes:
- To keep you informed of projects, activities and initiatives in which you have expressed an interest.
- To monitor your participation in projects, activities and initiatives which you have agreed to participate in.
- To evaluate the effectiveness of projects, activities and initiatives which you have agreed to participate in.
- For research, to contribute to the design of future projects, activities and interventions (including active travel, community cohesion and wellbeing improvements).
- To inform you of Asset of Community Value nominations, moratoria, reviews and appeals on properties in which you have a legal interest, or where you have informed us that you want to be a consultee.
Who your information may be shared with (internally and externally)
Dependent upon the process, activity or initiative you are participating in, we may share your information with delivery partners including:
Community First Oxfordshire – an independent organisation engaged in community development and community asset management.
Active Oxfordshire – An independent organisation which facilitates and promotes physical activity and healthy lifestyles
British Cycling – an independent organisation which promotes and facilitates cycling and cycling infrastructure improvements.
Our carefully selected contractors such as Fully Charged (Silverstone) Ltd. – a company that facilitates the council’s e-Bike hire scheme
Oxfordshire County Council – Statutory authority which promotes, commissions and facilitates public health and Healthy Place-Shaping initiatives
Citizens Advice North Oxfordshire - an independent organisation which provides free advice on legal matters and rights for members of the public, and manages health, community transport, community development and community transport projects.
How long we keep your information
For all projects, activities and initiatives (excepting those set out below) we will keep personal data for two years after the project, activity or initiative has ceased. After this time the data will be securely destroyed.
For projects where we are evaluating long term outcomes and trends (and where you have agreed to participate in follow-up surveys) we will keep personal data for up to four years. After this time the data will be securely destroyed.
Where we have collected GPS or fitness tracker data, it will be disassociated from your identity within ten days of you ceasing to participate in the relevant activity or project.
For Assets of Community Value we will keep personal data for five years after the expiration of the listing (or the final determination of the nomination if the property was not listed). After this time the data will be securely destroyed.
All the information you provide us is held within the UK and European Economic Area.
Your data protection rights
The rights available to you depend on our reason for processing your information. For further information about your data protection rights and how to make a request, please see ‘Your rights'.
Your right to make a complaint
The Council tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
If you want to make a complaint you can contact us on:
Cherwell District Council
Data Protection Officer
The Council’s Data Protection Officer can be contacted on:
Cherwell District Council
Information Commissioner's Office
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you. should expect, visit the Information Commissioner's website.
If you have any concerns regarding any privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office:
Information Commissioner's Office
Telephone: 0303 123 1113 or 01625 545 745
A full list of what information we control and process and for what purposes is set out in our notification with the Information Commissioner's Register of Data Controllers. Our registration number is Z5761176. You can view our registration on the Information Commissioner's website.