Privacy Notice for Parks, Allotments and Dorking Cemetery

Data Controller:

Mole Valley District Council (“MVDC”) is the body exercising control over the purpose for which and the manner in which your personal data is processed.

Data Controller’s contact details:

MVDC Pippbrook, Dorking RH4 1SJ. Telephone: 01306 885 001.

Data Protection Officer:

Mr Tom Penlington (Solicitor): Telephone: 01306 879 354

The legal basis for and the purposes of the processing:

MVDC has statutory duties in respect of Allotments, as set out in the Allotments Acts 1908 – 1950, and for Dorking Cemetery, as set out in the Local Authorities Cemeteries Order 1977. Should you contact MVDC regarding the above, personal data provided by you will be used:

• To process you application for an allotment;
• Should you wish to purchase a cemetery plot;
• To erect a headstone on a relatives grave;
• To add your name to our volunteer database, should you wish to become involved in the preservation of our parks and countryside sites;
• Refer you to third parties and / or other agencies that may be able to help you;
• In relation to public consultations;
• In registering an interest in volunteering.
• The processing of your personal data is necessary for MVDC to comply with its legal obligations under the law on allotments and cemeteries.

We will always ask your consent to share your personal information unless we have a legal duty or power to provide it without your consent, for example as part of the National Fraud Initiative.

Sometimes third parties may request information on your behalf regarding cemetery plots and they must provide your consent and show they are compliant with the Data Protection Act 2018 (implemented from 25 May 2015) for us to do this.

MVDC has a policy document in place (which sets out how MVDC will comply with the data protection principles and which clarifies MVDC’s policies regarding the retention and erasure of relevant personal data).

The source of the personal data:

For the purposes of allotment and cemetery plots you are the applicant and are the source of the personal data.

Recipients and categories of recipients of the personal data:

MVDC staff involved in the administration and management of the allotments and Dorking Cemetery.

MVDC is under a duty to protect the public funds it administers and to this end may use the information you provide for the prevention and detection of fraud. It may also share this information with other bodies responsible for auditing or administering public funds for these purposes. This includes MVDC’s statutory participation in the Cabinet office’s National Fraud Initiative (NFI) data matching exercises. For further information about data sharing for fraud prevention and investigation, see www.molevalley.gov.uk/datasharing.

Further information on onward transfers:

MVDC will not transfer the personal data you have provided outside of the UK or European Union unless this is permitted in accordance with the Data Protection Act 2018

How long the personal data will be kept for:

The personal data you have supplied will be destroyed in accordance with MVDC’s Records Retention and Disposal Schedule.

Statutory Obligations to provide the personal data:

There is no statutory obligation on you to provide any personal data about you, however, if you do not your application cannot be considered further.

Automated Decision Making:

The personal data provided by you will not be used for any automated decisions.

Data Subject Rights:

From 25 May 2018 you will have some specific rights in respect of your personal data. These may include some or all of the following rights to:

• see what personal data about you MVDC holds at any time (subject to certain caveats, for example where third parties are identified);
• have MVDC correct any errors (if any) in the personal data it holds about you;
• request your personal data is erased (though this right will not apply where MVDC is processing your personal data because it is necessary to comply with a legal obligation);

Withdraw consent (see below)

If you have provided consent to the processing of your personal data, you may withdraw your consent at any time by emailing parks@molevalley.gov.uk

Will the personal data be processed for a different purpose?

No. If MVDC needs to inform recipients about any action it has taken under the Data Protection Act then it will do so by placing a Notice on MVDC’s website informing the public of any relevant changes.

If you are dissatisfied with how your personal data is processed by MVDC then you have the right to complain to the Information Commissioner who can be contacted at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF