Privacy Notice - Volunteers for the Deer Warden and Snow Plough Scheme
This Privacy notice covers how we use the information that you have provided as a Highways Volunteer, the reasons for doing so, and also what rights you have in connection with the information we hold about you.
East Sussex Highways takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.
What information is being used?
To become a volunteer for the Deer Warden or Snow Plough Schemes we will require your name, contact details and other information necessary for assessing your application and the administration of the scheme.
How will your information be used?
The details you provide will be used to assess your application, for the administration of the scheme and to contact you regarding your participation in the scheme.
Your information is processed in the UK or in a country with an adequacy agreement with the UK.
We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.
Our staff are trained to handle your information correctly and protect your confidentiality and privacy.
What is the legal basis for processing your information?
Your consent will be requested to process your information when you first sign up to become a volunteer.
How long will your information will be kept for?
We will keep your information up to date until you let us know that you no longer wish to be a member or the scheme ends. We will then keep copies of any financial information provided for three years and all other information for up to seven years so that we can contact you regarding the work you have completed for us if necessary.
Sharing your information
Your data will only be used by East Sussex Highways for the purposes of administering the schemes.
The Deer Warden scheme is run in partnership with Sussex Police. Deer Warden data will be shared with Sussex Police who manage some aspects of the scheme including contacting wardens to notify them of incidents and assessing suitability of candidates.
Any sharing of personal data is always made:
- on a case-by-case basis
- using the minimum personal data necessary
- with the appropriate security controls in place
- in line with legislation.
Information is only shared with those who have a "need to know" or where you have consented to the sharing of your personal data to such persons.
We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.
Your rights
Under data protection legislation, you have the right:
- to be informed why, where and how we use your information
- to ask for access to your information
- to ask for your information to be corrected if it is inaccurate or incomplete
- to ask for your information to be deleted or removed where there is no need for us to continue processing it
- to ask us to restrict the use of your information
- to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
- to object to how your information is used
- to challenge any decisions made without human intervention (automated decision making)
You can find out more about your rights on the East Sussex County Council website or contact the East Sussex County Council Customer Team (details below).
How to find out more or complain
East Sussex Highways is part of East Sussex County Council. You can find out more information about data protection on the East Sussex County Council website.
Should you have any further queries on the uses of your information, please speak to our Highways Customer Team on 0345 60 80 193, email: customer@eastsussexhighways.com or write to: East Sussex Highways, Ringmer Depot, The Broyle, East Sussex, BN8 5NP
To request a copy of your information or make a complaint, please contact the East Sussex County Council Customer Team online, phone 01273 482913 or write to: Customer Services Team, East Sussex County Council, W1D, County Hall, St Anne’s Crescent, Lewes, East Sussex BN7 1UE.