Young Legends Privacy Notice

Who are we?

Epsom and Ewell Borough Council registered in England & Wales and whose registered office is at The Old Town Hall, The Parade, Epsom KT18 5BY are committed to protecting your privacy and keeping any personal data you provide to us confidential at all times, in accordance with UK data protection laws. This Privacy Notice sets out the information processing activities that Company Name carries out in its capacity as data controller.

All personal data collected by Company Name is processed in compliance with the requirements of the UK General Data Protection Regulation, the UK Data Protection Act 2018 and any other relevant legislation such as the Privacy and Electronic Communications Regulation 2003 (PECR).

Data that we’ll be collecting:

  • Personal details: Surname, forename, title, age, date of birth, gender, address, postcode, email, phone number

  • Event participation and volunteer details (sign-in forms, attendance records)

  • Partnership agreement details

  • Equal opportunities monitoring information

  • Health and safety information

  • Medical data

Information sources:

  • Personal data is any information about an individual from which that person can be identified. The personal information that we may collect about you broadly falls into the following categories:

  • Information that you provide voluntarily

  • We may process and store information that you have provided voluntarily. For example, when you sign up to our newsletter we will ask you to provide your email address. It will be clear to you at this point what personal data you are providing.This could also be through online webforms.

  • Information that we obtain from third party sources

  • From time to time, we may obtain personal information about you from third party sources (for example data brokers), but only where we have checked that these third parties either have your consent or are otherwise legally permitted or required to disclose your personal information to us.

Why we need it

  • To provide a service and allow for participation in the Young Legends programme.

  • To provide updates and information on Young Legends

  • To inform residents of other events and projects that may interest them

  • To organise community events and activities

  • To support local groups and voluntary organizations

  • To respond to enquiries and other matters

  • To analyse statistical data for service development (usually anonymised)

  • To ensure health and safety compliance

Who we share it with

  • Community Development team staff (authorised access only)

  • Other Council staff (to the extent required to provide requested services)

  • System suppliers (strict need-to-know basis with confidentiality clauses)

  • Voluntary sector organisations and community groups

  • Event venues, contractors and suppliers

  • Police and other local authorities (crime prevention/detection under GDPR Article 23)

  • Other Council departments (for service efficiency and individual welfare)

How long we keep the data

  • Event records: 3 years after event date

  • Community group records: 6 years after last contact

  • Partnership agreements: 6 years after agreement ends

  • Volunteer records: 3 years after last involvement

  • Health and safety records: 6 years after event/activity

What are your rights?

  • the right to be informed about the collection and the use of their personal data

  • the right to access personal data and supplementary information

  • the right to have inaccurate personal data rectified, or completed if it is incomplete

  • the right to erasure (to be forgotten) in certain circumstances

  • the right to restrict processing in certain circumstances

  • the right to data portability, which allows the data subject to obtain and reuse their personal data for their own purposes across different services

  • the right to object to processing in certain circumstances

  • rights in relation to automated decision making and profiling

  • the right to withdraw consent at any time (where relevant)

  • the right to complain to the Information Commissioner

For full details of your rights as a data subject please see our Privacy and Cookies Page.

Lawful basis for processing

  • Public task for promoting community wellbeing and development.

  • Consent for voluntary participation in events and activities (withdrawable at any time).

For some of your personal information you will have a legal, contractual, or other, requirement or obligation to provide us with your personal information. If you do not provide us with the requested personal information, we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your employment. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Special Category Data lawful basis for processing

"Special categories" of personal data require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We have in place an appropriate policy document and safeguards which we are required by law to maintain when processing such data.

  • Public interest and public health to ensure a high standard of health and safety and safeguard the wellbeing of the children

Right to Complain Internally

If you have any complaints regarding the dealing of the data collected, we would advise you to reach out to us initially at foidpa@epsom-ewell.gov.uk (our Data Protection Officer). This is to be done before escalating to the ICO, in accordance with the Data Use and Access Act 2025.

Complaining to the ICO

If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

You can contact them by calling 0303 123 1113 or online at www.ico.org.uk/concerns

How and when will you hear from us

We may use your contact details to update you about the latest news and events from company name.

Email and text

With your consent, or whenever you purchase with us and do not opt out of receiving our updates, we will use your contact details, preferences and details of your transactions to keep you informed by email and text about relevant products and services including tailored special offers, discounts, promotions, events, competitions and so on. This does not apply to service communications (see below).

You can opt out of our marketing communications at any time by clicking the “unsubscribe” link in any of our emails or by contacting email.

Service communications

We may send you certain communications, without your consent, if we are under a legal obligation to do so; if we feel sending the communication is in both yours and our interests; and/or it would be a disadvantage to you if we didn’t send you the communication.

These communications may include:

  • Notifying you about changes to our terms or privacy notice

  • Asking you to provide feedback on our products, services and events

This privacy notice should be read in conjunction with Epsom and Ewell Borough Council's main Privacy and Cookies Policy, which provides full details of your rights as a data subject and how to contact us regarding data protection matters. For complete information about data protection, contact our Data Protection Officer at foidpa@epsom-ewell.gov.uk or 01372 732000.