This notice provides details of what information we collect from you, what we do with it, and who it might be shared with.

The information is being collected for the following purpose/s:

1. To allow us to process your application, manage the hire and keep you informed of its status.
2. To allow us to generate any invoices your hire may incur.

The legal basis for each purpose is set out below:

We collect your name and contact details (which may be a postal address, email address and/or phone numbers). We also keep copies of your communications with us and our responses.

We collect information from the application you submit to us.

We will only share your data with staff at the relevant building you are requesting to book if the building is available and cover can be sourced. This is to allow the staff at the buildings to verify your identity on arrival and may also be used to contact you with any information related to your booking.

Our high schools were constructed using a pubic private partnership with Imagile Group Ltd and the facilities management function (including the management of community lets) continues to be undertaken by this organisation. Your information will be shared with them to facilitate your let if you are requesting to book any high school building. This also includes Mitie Group Ltd who are subcontracted by Imagile Group Ltd to provide on-site support in managing the building.

The Council has a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.

We keep the information you have provided us for 6 years after your booking request is completed.

We require the information requested to process your application.

We do not use any automated processes to make decisions regarding bookings.

This notice was last updated in February 2021.