Privacy Notice - Highways Volunteers
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 highways volunteer we will require your name, contact details and other information necessary for assessing your application and the administration of the scheme:
- Date of birth
- Email address
- Telephone number
- Next of kin name (optional)
- Next of kin telephone number (optional)
- Next of Kin Address (optional)
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 and your data processed under article 6(1)(a) of the GDPR. Next of kin data is processed under article 6(1)(f) under the legitimate interest of the data controller to ensure their volunteers’ next of kin can be contacted in the event of an emergency.
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 for 3yrs (+ 4 months) from the date you stop volunteering.
Sharing your information
Your data will only be used for the purposes of administering the schemes.
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.
We will not routinely disclose any information about you without your express permission. However, there are circumstances where we must or can share information about you owing to a legal or statutory obligation.
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: firstname.lastname@example.org 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.