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 Access to Activity programme.
To provide updates and information on Access to Activity
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
Personal data will be securely deleted within 12 months of the conclusion of the games, unless there are specific safeguarding concerns that require longer retention in accordance with the Council's safeguarding policies.
Special category data will be deleted within 6 months of the game’s conclusion, unless ongoing safeguarding considerations apply.
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.
We have deemed that special category data can be processed for reasons 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 dataprotectionofficer@epsom-ewell.gov.uk. 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(link is external)
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 dataprotectionofficer@epsom-ewell.gov.uk (link sends e-mail) or 01372 732000.