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Helping Local Business Grow Privacy Notice

 The Economic Development Service at New Forest District Council is committed to protecting and respecting your privacy. For the purpose of the 2018 General Data Protection Regulation, the Data Controller is New Forest District Council, Appletree Court, Beaulieu Road, Lyndhurst, Hampshire SO43 7PA (data.controller@nfdc.gov.uk).

When you sign up to Helping Local Business Grow communications we will ask you for certain personal information in order to be able to send you future e-newsletters. Some of this information will need to be recorded and stored on our systems. This Privacy Notice aims to explain:

  1. The different kinds of personal data we process
  2. How we use your data
  3. How we store your data
  4. Why we process your data
  5. When and why we share your information
  6. What are the legal grounds for processing your information

1. What kind of personal data do we process

When you sign up to Helping Local Business Grow communications we will collect certain personal information from you, for example: your name, your phone numbers, your email address, your date of birth, your gender, your job title, your personal address, and your business address.

The type of information we collect will depend on the nature of your enquiry.

We WILL NOT share your information with any external party for marketing or promotional purposes.

2. How we use your data

We use your information in a variety of ways:

  •  To register your details on our Helping Local Business Grow E-Newsletter mailing list
  •  To make annual contact to ensure your details are still correct
  •  To respond to enquiries about Helping Local Business Grow initiative

3. How we store your data

The information we collect is recorded and then stored on our secure servers.

The information on our CRM system is retained for 3 years before being deleted; recordings of our phone calls and original emails are stored for up to 16 months before being deleted.

Should you wish to unsubscribe you can do so at any time by following the instructions within any electronic communication which will automatically unsubscribe you. In addition you may reply by email requesting that your email address be unsubscribed where a member of the team will do so within thirty days of your request being submitted.

Information we may collect from you whilst you are using our web services - When someone visits this site we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This

information is only processed in a way which does not identify anyone. We do not make and do not allow Google to make, any attempt to find out the identities of those visiting our website.

We may have access to geolocation data as indicated by your IP address. We collect and process IP addresses of all devices where some of our services are made available on such as our live chat. Collecting and processing your geo-location data refers to mobile devices as well as computers.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. They help us to improve our site and to deliver a better and more personalised service. To find out more about cookies visit; http://newforestdistrict.gov.uk/article/12727/Cookies-Policy 

4. Why we process your data

We need to process your data in order to provide you with the services that you are requesting, or to provide services that we have a legal responsibility to provide or are in the public interest. Examples of these might include:

  •  If you wish to receive the Helping Local Business Grow E-Newsletter we need your contact details to add you to the relevant mailing list
  •  If you have contacted us and a reply to your query has been requested your information is needed to enable us to follow this through
  •  If you wish to be featured in our e-newsletters we will need your information

5. When and why we share your information

Sometimes, in order to process your enquiry we need to share the information that you give us; either with other departments within New Forest District Council (for example Business Rates, Licensing & Regulation, Procurement services), or with other external 'partner' organisations (for example Local Town & Parish Councils, Hampshire County Council, New Forest Business Partnership). Some examples of how and why we share your data are:

  •  If you have seen advertisement of a New Forest District Council event hosted by another service, such as Procurement, on the Helping Local Business Grow E-newsletter and wish to attend we may need to share your details with the    relevant service department. We will ask your permission before doing this, as without sharing information we may not be able to provide the help you require.
  •  If you decide after signing up to Helping Local Business Grow communications that you wish to start a business and therefore need information on how to do so and what would be the processes to follow we may need to share your details with the relevant service department, such as Business Rates and Licensing & Regulation. We will ask your permission before doing this, as without sharing information we may not be able to provide the help you require.

Below is a list of the most common teams or departments that we share information with; this is not an exhaustive list, and information may need to be shared with other teams or services within NFDC (that are not listed below) in order to process your enquiry.

Shared with

What and why

Business Rates

We may need to pass on your contact details to Business Rates if you would like more information on this aspect of starting and running a business.

Licensing & Regulation

We may need to pass on your contact details to Licensing & Regulation if you would like more information on this aspect of starting and running a business.

Procurement

We may need to pass on your contact details to Procurement if you are seeking to do business with the council and would like further information on how to do this and apply for New Forest council tenders.

Planning

We may need to pass on your contact details to Planning if you would like to know processes for planning applications, such as change of use, and if you'd like information on certain properties in the New Forest.

Estates & Valuation

We may need to pass on your contact details to Estates & Valuation if you'd like information on certain premises in the New Forest.

Trade Waste

We may need to pass on your contact details to Trade Waste if you would like more information on this aspect of running a business.

6. What are the legal grounds for processing your information

  • Where it is in the public interest to do so.
  • In order to comply with a legal obligation.
  • Where it is in the legitimate interest of NFDC to do so;
  • With your consent or explicit consent. If you wish to withdraw this consent you can do so by contacting us at the above address or on bussinesssupport@nfdc.gov.uk

We work hard to ensure that we only gather information that we need to process your enquiry and deliver the services that you are entitled to in the best way possible. However, if you have any concerns relating to this or your Privacy in general, please speak to (or contact) one of our Economic Development team (bussinesssupport@nfdc.gov.uk) or email our Data Protection Officer on data.protection@nfdc.gov.uk

More Information

For further information, plus information on access, portability, withdrawal of consent, correction etc. please see New Forest District Councils 'Information Rights Policy' which is available on the NFDC website at: http://www.newforest.gov.uk/article/18215/GDPR

For more information on Data Protection in general, or if you wish to make a complaint relating to how your personal data has been used, please contact the Information Commissioner Office:

Website: https://ico.org.uk/

Phone helpline: 0303 123 1113

Email: casework@ico.org.uk

 

Published: 25 May 2018
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