This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy.
This privacy notice should be read with Colchester City Council’s Privacy Policy.
This privacy notice explains what personal data we collect, how we use it and why we need it for civic events and mayoral engagements.
Information we collect
We collect and process personal data that you provide to us. This may include:
- your name
- contact details, such as your address, telephone number and email address
- dietary requirements
- accessibility needs
- details of private events, including the location
Who we may share your information with
When working with you, we may share your information with:
- the Mayor and Mayoress of Colchester
- the Deputy Mayor and Deputy Mayoress of Colchester
- the High Steward of Colchester
- suppliers and caterers
- other Colchester City Council departments, where required
Why we use your personal data
The lawful basis for processing your personal data is consent.
Colchester City Council needs this information to process bookings for civic events and support the Mayor or Deputy Mayor’s attendance at public or private engagements.
We only ask for the minimum amount of information needed and make sure it is stored securely.
How long we keep your information
We will only keep your personal data for as long as necessary and in line with our retention schedules.
How we protect and store your personal data
We take the confidentiality of personal information very seriously. We use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption.
We have procedures and processes in place to make sure your personal information is managed appropriately.
Your information may be held outside of the UK. Where this is the case, we make sure additional measures are in place to protect your data and comply with data protection requirements.
We use cloud providers and online application providers to help us run our services. This means some systems may transfer your personal data to other countries.
Your data will only be transferred to countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK.
Updates to this privacy notice
We will review and update this privacy notice to reflect changes in our processes and procedures, and to comply with changes in the law.
When changes are made, we will update the ‘last updated’ date on this notice.
We encourage you to review this notice regularly to stay informed about how we protect your information.