Brecon Beacons National Park Authority Privacy Notice

Keeping your Information Safe.

[Last updated: 25 May 2018]

How we use your personal information

This privacy notice is to let you know how Brecon Beacons National Park Authority will look after your personal information.  This includes:

  • The information you tell us about yourself.
  • Information we learn about you through having you as a customer or supplier, employee, volunteer, service user, supporter or when carrying out our regulatory duties as a public authority
  • The choices you give us about what marketing or information about the Authority you want us to provide to you.

This notice explains how we do this, and tells you about your privacy rights and how the law protects you.  This notice may change from time to time, so please check our website occasionally to ensure that you are happy with any changes

Who we are

Brecon Beacons National Park Authority was created as a free standing special purpose local authority under the 1995 Environment Act (the Act).

You can find out more about us on the Authority’s website.

If you have any questions, or want more details about how we use your personal information, you can contact our Data Protection Officer.

DPO@beacons-npa.gov.uk

01874 624 437

You can also write to us at:

Data Protection Officer
Brecon Beacons National Park Authority
Plas Y Ffynnon

Cambrian Way

Brecon

LD3 7HP

Brecon Beacons National Park Authority is registered as a Data Controller with the ICO (Information Commissioners Office).  Registration number: Z6715800

How the law protects you       

Your privacy is protected by law and this section explains how that works.

We set out how we meet accountability measures in the law and how we keep your information safe in our Data Protection Policy.

Your rights

Under data protection regulations you have the following rights:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling.

The lawful basis of processing influences which rights are available to the individual.

Proper reasons (lawful basis) for using your personal data

Data Protection law says that we are allowed to use personal information only if we have a proper reason (lawful basis) to do so.  This includes sharing personal information with others outside the Authority.

The law says we must have one or more of these reasons:

  • It is necessary for the performance of a task relating to the  National Park Authority’s public and regulatory duties
  • To fulfil a contract we have with you, or
  • When it is our legal duty, or
  • When it is in our legitimate interest, or
  • When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information that is not related to our public and regulatory duties as a National Park Authority.

There are additional reasons (lawful bases) that the Authority must meet when processing special category data.

The data we collect

We may collect personal information about you or your business from these sources:

Data you give to us:

  • When you complete an application form, such as a job, volunteering, planning application form
  • When you apply for our services, such as  booking to attend an event or speak at a public meeting
  • When you talk to us on the phone, e-mail or send us a letter
  • When you use our website
  • In emails and letters
  • When you make a purchase or enter into a contract with us
  • When you sign up to become part of a network or group we facilitate
  • In insurance claims or other documents

Data we collect when you use our services:

  • Payment and transaction data
  • Online profile and usage data.  This includes the use of cookies and logging IP addresses when you access our website
  • Usage and engagement data for services
  • Planning Application data
  • Case file notes from meetings

Data from third parties we work with:

  • Organisations that sign post you to us
  • Project partners
  • Insurers
  • Cardiff City Council – Payroll Services
  • Powys Pensions
  • Social networks
  • Fraud prevention agencies
  • Land agents
  • Public information sources such as Companies House
  • Agents working on our behalf
  • Medical practitioners & Occupational Health
  • Government and law enforcement agencies.

The information we collect from you and what it is used for



Employees and Job Applicants

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Processing Job Application Fulfilling Contracts
Our Legal Obligations
Processing Work Experience/ Student Placement Requests Legitimate Interest People can take up work experience and student placements with the Authority
Fulfilling your Employment Contract Fulfilling Contracts
Our Legal Obligations
Legitimate Interest
Effective HR and Payroll administration within the Authority
Keeping in Contact with you or your Emergency Contact Fulfilling Contracts
Our Legal Obligations
Legitimate Interest
Consent – Emergency Contact
Keeping staff and emergency contacts informed


Members

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Keeping in contact with you and providing you with information to fulfil your role Our Public Task
Our Legal Obligations
Legitimate Interest
Effective Governance of the Authority
Processing Expenses Payments Our Public Task
Our Legal Obligations
Legitimate Interest
Remuneration of Members

 

Volunteers

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Processing your volunteer application Our Public Task
Our Legal Obligations
Legitimate Interest
Working with volunteers to fulfil National Park Purposes
Keeping in contact with you Legitimate Interest Volunteers are kept up to date with opportunities
Tailoring volunteering experiences and making reasonable adjustments Our Public Task
Our Legal Obligations
Legitimate Interest
Consent – in relation to health data
Increasing access to volunteering opportunities.  Fulfil requirements under the Equality Act 2010
Health and Safety Our Legal Obligations
Equality Monitoring Our Public Task
Our Legal Obligations
Fulfil requirements under the Equality Act 2010

 

 

Service Users, Customers and Partners – Planning

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Processing planning applications Our Public Task
Our Legal Obligations
Legitimate Interest
Fulfilling planning Authority duties.
Keeping in contact and seeking feedback about the service we provide Our Public Task
Our Legal Obligations
Legitimate Interest
Managing ongoing relationships and improving services
Seeking comments for Planning Policy reasons, for example the Local Development Plan Our Public Task
Our Legal Obligations
Legitimate Interest
Public have opportunity to influence local planning policy.  Fulfilling Delivery agreement obligations

 

Members of Networks or Groups we facilitate

 

What we use your personal information for Our Reasons Our public tasks or legitimate interests
For arranging meetings and sending out information relating to the work of the group Our Public Task
Our Legal Obligations
Legitimate Interest
Working with others to fulfil National Park Purposes

 

Service Users and Partners – Across Services

 

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Liaising with relevant contacts for rights of way and conservation management Our Public Task
Our Legal Obligations
Legitimate Interest
Fulfilling National Park purposes.  Effective delivery of services.

 

Customers, Suppliers and Contractors

 

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Processing Payments – including getting in contact with you about it if needed Fulfilling Contracts
Our Legal Obligations
Legitimate Interest
Effective Processing of Payments
Processing event bookings -including getting in contact with you about it if needed Legitimate Interest Effective processing of booking for events that promote National Park purposes
Manage our relationship with you or your business Legitimate Interest
Our Legal Obligations
Legitimate Interest
Effective supplier, customer and contractor relationships
Assessing Tenders Our Legal Obligations
To carry out our obligations arising from any contracts entered into by you and us Fulfilling Contracts
Information required for financial auditing requirements Our Legal Obligations

 

Engagement (including online) and Marketing

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Keeping in touch with information about events at our centres Our Public Task
Consent  – when you sign up to a mailing list
Promoting Special Qualities of the Park
Manage opportunities at the Centres, at events, or via Ambassador schemes for businesses and stall holders Legitimate Interest – Ongoing Relationship
Consent – New Contact
Manage ongoing relationships effectively so people are aware of opportunities available
Dealing with entries to competitions. Legitimate Interest Enabling effective delivery of competitions
Analysing visits to our website Legitimate Interest
Consent – Cookie Policy
Enable us to analyse and improve website experience
Photos Legitimate Interest

Consent

Enable us to publicise and engage people with the work the Authority does

 

Supporters

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Processing your donation Our Legal Obligations
Legitimate Interest
Fulfilling National Park purposes.  Effective delivery of services.
Keeping in contact with you about opportunities to support the Authority Consent

 

Governance and Accountability

What we use your personal information for Our Reasons Our public tasks or legitimate interests
Processing queries, comments,  feedback and complaints you submit Public Task
Legal Obligations
Legitimate Interest
Fulfil the Authority’s  statutory purposes and duty, service standards and Freedom of Information, Environmental Regulation and Subject Access requirements.

 

How long we keep your information for

We review our retention periods for personal information on a regular basis.  We are legally required to hold some types of information for a set length of time to fulfil our statutory obligations, for example planning, financial or human resources records.  We will only hold your personal information on our systems or on file for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who we share your personal information with

We may share your personal information internally with relevant departments within the Authority but only for specified purposes.

We may share your personal information externally with these organisations and for the following reasons:

 

Organisations Our Reason
HM Revenue and Customs, Regulators and other Authorities Auditing purposes, Fraud and crime detection
Powys Pensions They administer the Authority’s pension scheme
Cardiff City Council They provide and host the Authority’s payroll
Carmarthenshire County Council They provide and host the Authority’s finance system
People you agree to us sharing your data with You have consented for data to be shared

How we use your personal information to make automated decisions

Currently we don’t use your information to make automated decisions.  If this changes in the future we will update this section of the notice.

If you choose not to give personal information

We may need to collect personal information by law, or under the terms of a contract we have with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations.  It may also mean that we cannot perform tasks related to a service you are looking to access.

Any data collection that is optional would be made clear at the point of collection

Consent and withdrawing consent

Where individual consent is needed to process personal information we will make you aware.  Consent will not generally be a precondition of signing up to a service.

You can withdraw your consent at any time.  Please contact us if you want to do so at enquiries@beacons-npa.gov.uk or the relevant team within the Authority who you provided consent to.

If you withdraw your consent, we may not be able to provide certain information or services to you.  If this is the case, we will tell you.

How to get a copy of your personal information

You can access your personal information we hold by writing to us or filling in this form and sending it to this address:

Corporate Services Officer
Brecon Beacons National Park Authority
Plas Y Ffynnon

Cambrian Way

Brecon

LD3 7HP

 

Or e-mailing it to: enquiries@beacons-npa.gov.uk

If you need assistance to complete the form please contact: enquiries@beacons-npa.gov.uk / 01874 624 437

Letting us know if your personal information is incorrect

If we hold information about you, you can ask us to correct any mistakes by contacting us at enquiries@beacons-npa.gov.uk, phoning us on 01874 624 437, writing to us or contacting the relevant team within the Authority who you provided the information to.  We will take reasonable steps to check the accuracy of the data we hold and correct it.

What if you want us to stop using your personal information?

You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it.

There may be legal or other official reasons why we need to keep or use your data.  But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data.  This means that it can only be used for certain things, such as legal claims or to exercise legal rights.  In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:

  • It is not accurate.
  • It has been used unlawfully but you don’t want us to delete it.
  • It is not relevant any more, but you want us to keep it for use in legal claims.
  • You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.

If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us at DPO@beacons-npa.gov.uk / 01874 624 437

Cookies

To find out more about how we use cookies please see our cookie notice.

Sending data outside the EEA

We will only send your data outside of the European Economic Area (‘EEA’) to:

  • Comply with a legal duty.
  • When data processors we use send data outside the EEA but have relevant safeguards in place.

If we or a processor we use do transfer information outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA.  We’ll use one of these safeguards:

  • Transfer it to a non-EEA country with privacy laws that give the same protection as the EEA.
  • Put in place a contract with the recipient that means they must protect it to the same standards as the EEA.
  • Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries.  It makes sure those standards are similar to what is used within the EEA.  You can find out more about data protection on the European Commission Justice website.

16 or under

We are committed to protecting the privacy of children aged 16 or under.  If you are aged 16 or under‚ please ensure you get your parent/guardian’s permission beforehand whenever you provide us with personal information.

How to complain

Please let us know if you are unhappy with how we have used your personal information.  Please contact our data protection officer at DPO@beacons-npa.gov.uk / 01874 624 437
You also have the right to complain to the Information Commissioner’s Office.  Find out on their website how to report a concern.  Their helpline number is 0303 123 1113.