Communications Privacy Notice (Media Enquiries and Releases)
The Communications team 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 ('the Council'), Appletree Court, Beaulieu Road, Lyndhurst, Hampshire SO43 7PA (email@example.com ) .
When you contact Communications we will ask you for certain personal information in order to be able to assist with your media enquiry. Some of this information will need to be recorded and stored on our systems. This Privacy Notice aims to explain:
- The different kinds of personal data we process
- How we use your data
- How we store your data
- Why we process your data
- When and why we share your information
- What the legal grounds for processing your information are
What kind of personal data we process
The Communications team will collect information about you if you register to receive media releases from the Council, or if you contact us with a media enquiry. For example, we may process your name, email address, telephone number, postal address, and the media outlet/s you are connected with.
How we use your data
We use your information in a variety of ways:
- To process your service request, for example to answer your questions.
- To log against our media monitoring so we know if you have contacted us before and on what topic (an archive of our interactions).
- So that we can send you media releases from the Council (specifically the Communications team). These media releases can include invitations and photo calls to events, information about changes to services, and other news items we wish to share with you via email / telephone.
How we store your data
The information we collect is recorded and then stored on our media management software.
We will check with you once a year (in March) that your details are up to date and that you wish to continue receiving media releases. You can unsubscribe at any time (by clicking on the link at the foot of every media release, or by contacting firstname.lastname@example.org)
We will retain the personal data you give us for 1 year, or (if sooner) until you unsubscribe.
We will check with you once a year that your details are up to date and that you wish to continue receiving media releases. But you can unsubscribe at any time (by clicking on the link at the foot of every media release, or by contacting email@example.com)
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 are in the public interest. For example, to inform you of newsworthy events, or to work with you in times of emergency incidents.
When and why we share your information
Sometimes, in order to process your enquiry we need to share the information that you give us with other departments within the Council. This will vary depending on the topic you are enquiring about.
What are the legal grounds for processing your information?
a. Where it is in the public interest to do so;
b. Where it is in the legitimate interest of the Council to do so;
c. With your consent and if you wish to withdraw this consent you can unsubscribe as set out above at 3.
For further information, plus information on access, portability, withdrawal of consent, correction etc. please see:
Information Rights Policy (PDF) [237KB]
We work hard to ensure that we only gather information that we need to process your enquiry and deliver the service in the best way possible. Please contact firstname.lastname@example.org or email@example.com if you have any questions about the data we hold on you. Or write to us at Communications, New Forest District Council, Appletree Court, Lyndhurst, Hampshire, SOP43 7PA
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:
Phone helpline: 0303 123 1113