Communications' privacy notice

What this privacy notice covers

Your privacy is very important to Breckland District Council.

Breckland District Council is the Data Controller responsible for the personal information you may provide in relation to:

• News and information releases
• Photographs
• Official publications about the council and the surrounding area
• Enquiries and conversations through social media
• Our supplier contact details

Our Data Protection Officer can be contacted by phone on 01362 656870, via email: legal@breckland.gov.uk or by writing to us at Legal Services, Breckland District Council, Elizabeth House, Walpole Loke, Dereham, Norfolk, NR19 1EE.

The purpose of our news and information releases mean that this data may then also be used by media and on social media, for PR purposes, and be available publicly, both online and in publications, for the general public to see.

Photographs may also be used by media, for promotional purposes, and be available publicly, both online and in publications, for the general public to see.

Why we need your personal data

The legal basis for processing your data is Article 6.1(a) of the General Data Protection Regulations - in that you have given consent to the processing of your personal data for these specific purposes:

News and information

Your information will be used in press releases, news articles or on social media to publicise the activity in which you participated.

Photographs

Your photographs / data will be used for information and/or promotional purposes, dependent on why the photograph has been taken / provided.

Publications

Your information will be included within Breckland Council publications.

Social media

Your information will be used when responding to your enquiry through social media.

Supplier contact details

Your information will be retained and used when we have the need of your skills or services. The legal basis for processing your data is Article 6 (b) of the General Data Protection Regulations - in that processing is required for the performance of a contract.

How your data is used

We will not disclose your personal information to third parties for marketing or sales purposes or for any commercial use, and we will not use your personal data in a way which may cause you harm.

News and information

We will primarily use your data to publicise whichever event, activity or competition you participated in.  It may be sent to local media to be published as part of a press release online and/or within printed newspapers and it will also be used on social media.

We may, at times, use your information (including your photograph) to represent activities the council has been involved in or supported. For example, montages, promotional material, corporate documents.

Photographs

We will primarily use your data / photograph:

• Members of the public - to publicise whichever event, activity or competition you participated in.  Copies may be sent to local media to be published as part of a press release online and/or within printed newspapers and they could also be used on social media. We may, at times, use your information/photograph to represent activities that the council has been involved in or supported. For example, montages, promotional material, corporate documents.
• Staff - for information purposes and to be used for staff events, notice boards and online and offline communication channels.
• Councillors - for information and publicity, copies of which may be sent to local media for use to support stories and campaigns.

Publications

We will only use your data to publicise whichever event, activity, or competition you participated in within Breckland Council publications.

Social media

We will only use the data you provide through social media to respond to your enquiry. To process any queries, your information may be shared with other departments within Breckland Council, or associated organisations. It may also be passed on to external organisations to fulfil legal obligations and duties.

If you provide information to us in a publicly accessible format - such as a public tweet - we may share this (for example, via a retweet). Information sent privately will not be shared publicly without seeking your consent first (meaning, if you send us a compliment privately, we may ask if we can share this publicly).

Supplier contact details

We will use the data you provide when we require your skills or services on a professional basis.

We may pass your details on to other departments, either within or associated with Breckland Council, if they require your skills or services.

How long is the information kept for?

News and information

Press releases will be removed from the Breckland Council website after two years and placed in an online and/or electronic archive. Please be aware that the content may remain publicly accessible in media archives, webpages, and on social media.

Photographs

Photographs of members of the public will be held in an electronic folder accessible by members of the Communications team for two years.  After this time they will be archived onto a disc and placed in locked storage. They will only then be reused in the context of being an archived photograph, for example pictures from a launch event being reused to help mark a tenth anniversary of the opening.

Photographs of staff members will be held online and within an electronic database for the duration of their time as an employee of Breckland Council, or associated organisations, and destroyed thereafter.

Photographs of Councillors will be held online and within an electronic database for the duration of their time as members. They will be archived within an electronic database as a matter of public record.

Publications

The data will be retained for the lifetime of the publication. An archive of the publication may be held.

Social media

Facebook inbox content will be deleted on a rolling 12-month schedule. Facebook post messages, on site content and Twitter queries are not proactively removed, copied, or stored elsewhere so will only be visible as long as the post / conversation is current. You can delete the content you post.

Supplier contact details

Your contact details will be held in an electronic version while you remain an active contact or until we are told they are no longer valid. If you would like your details removed, please let us know.

Your rights

You have the right to access your data and correct any inaccuracies.  For further details of your rights please contact the Data Protection Officer or go to ourwebsite for a more detailed explanation.

Please see our website for our full Privacy Policy.