Privacy Notice: Wall of Thanks
Bristol City Council is the data controller for the purposes of the Data Protection Act 2018 and other regulations including the UK General Data Protection Regulation (UK GDPR), which means it determines what your personal data is used for and why it is collected.
The purpose of this privacy notice is to tell you about how we collect and use personal data in connection with our service. We may update this privacy notice from time to time. When we do this, we will communicate any changes to you and publish the revised privacy notice on our website.
Our main address is City Hall, College Green, Bristol, BS1 5TR and our contact details can be found on Bristol City Website.
Purpose and lawful basis for processing
Our purpose for processing is to provide recognition and thanks to volunteers and community members in Bristol. Bristol City Council has a legitimate interest in processing the data of the individual thanking and the individual being thanked, on the basis that this supports the core purpose of the current activity as described above; however the processing is within the reasonable expectations of the individual and a legitimate interest test has been conducted by BCC.
What data we need to collect and use?
The information we ask for is the information we need to recognise the work of volunteers in Bristol.
If you are submitting a message of thanks, you will fill in your name and contact details in an online submission form. This is the only data required about the person submitting the thank you note.
In this form, you will also submit the name of organisation or their first name (only) for individuals and a statement about why you are thanking them.
If you are thanking an individual (rather than an organisation), you should ensure:
- they are aware that you are providing information about them to Bristol City Council and they are expecting to see this publicised on the Can Do Bristol website
- you can direct them to the Wall of Thanks and this Privacy Notice
- they are aware of the context of your message and they are comfortable with you providing their first name and information about them and their volunteering work
- you are using appropriate language
- you’re not disclosing the surname of the individual you’re thanking, their contact or identification details or any sensitive or other personal information about them.
Should this happen accidently, we hold the rights to contact you so you can adjust your message, to redact any unnecessary information, to anonymise your message, or to or withdraw your message.
How do we use your personal information?
We need personal data (name and contact details) of the person submitting the thank you message to:
- authorise their submission and publicise their message
- publicise their first name along with their thank you message
- contact them for potential amendments of the context of the message
- contact them for feedback to improve processes.
We need personal data (first name) of the person being thanked to publicise and recognise them and their volunteering work on the Wall of Thanks on Can Do Bristol website, including why they were nominated.
If this is not provided we can publicise the message anonymously in agreement with the person submitting it. On the other hand, if the personal data or description in the message makes the person who’s being thanked identifiable, BCC holds the right to use de-identification, data minimisation, encryption, pseudonymisation or anonymisation and/or to contact the person submitting the message so that they can adjust it appropriately.
How long we will keep your personal information?
We will retain submission forms and publicised messages for 12 months.After this:the submission forms and your personal information will be deletedthe publicised messages will be anonymised or the names will be replaced with initials or pseudonyms and then they will be archived in a side part of the Wall of Thanks in the Can Do Bristol website. The archive will also display a clear message that the names have been removed or replaced to protect people’s identities.
Your rights as a data subject
As we process personal data, you have the right to object to our processing of your personal data. There are legitimate reasons why we may refuse your objection, which depend on why we are processing it.
For more information on your rights, please see 'Your rights as an individual'.
Full details about your rights can be found in our main privacy notice.
To access a copy of your personal information, more details and how to make a request can be found on the data protection subject access requests page on the council website.
To update or correct information please contact Citizens Services.
You can exercise any of these rights, ask questions about how we use your personal data or complain by contacting us at data.protection@bristol.gov.uk or by writing to our data protection officer at:
Data Protection Officer
Information Governance
Bristol City Council
City Hall
College Green
Bristol
BS1 5TR
If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF