Words of Westvale privacy notice

Privacy notice

This privacy notice is for people who enter the Words of Westvale project run by Reigate & Banstead Borough Council (RBBC).

It explains how RBBC collects, uses and shares the personal data you submit in connection with the project, and your rights in relation to such personal data. 

RBBC is the data controller of the information it collects and processes as described in this Notice.  This means that it has the responsibility to safeguard the information and ensure it is processed lawfully in accordance with the UK General Data Protection Regulation (“UK GDPR”) and the UK Data Protection Act (2018). 

How we collect your data

We collect your personal data from the information you provide to us when you enter the Words of Westvale poetry project. This may consist of your name and/or contact details (e.g. email address).

How we use your data

Your data will be used by RBBC for the purposes of managing and administering the project, including notifying you how your contribution may be used. 

If your work is to be used/published, your name will not be used in association with public displays of your contribution unless you give separate permission. We will contact you to provide this.

The basis for processing your information 

When we use your data to manage and administer the poetry project, this processing is necessary for the performance of the contract between you and RBBC (i.e. the contractual arrangements dealing with your participation in the project) by entering.

How long your information is kept

We will keep your data only for as long as necessary for the purposes set out above and for any audit or legal purposes.

Your rights

Under the UK GDPR you have a number of rights in relation to our processing of your data. These include:

  • Right to request access to your data as processed by RBBC and information about that processing (“subject access request”)
  • Right to rectify any inaccuracies in your data
  • Right to request erasure of your data from our systems and files
  • Right to place restrictions on our processing of your data
  • Right to object to our processing of your data

Please note that the above rights are not absolute, and we may be entitled to refuse requests where exceptions apply (e.g. where we are required to hold or use information by law).

Exercising your rights as a data subject

If you have any data protection queries or require further information on how the council handles your data, please feel free to contact our Data Protection Officer, by email at data.protection@reigate-banstead.gov.uk.

If you remain dissatisfied with the outcome of your query or consider that we have failed to comply with data protection legislation, then you have the right to refer the matter for adjudication to the Information Commissioner’s Office (ICO) whose details are:

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

Online reporting: ico.org.uk/make-a-complaint
Email: casework@ico.org.uk
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.