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Home » About Us » Privacy Statement

Privacy Statement

PCNPA Privacy Notice – Keeping your Information Safe

[Active from: 25 May 2018]

How we use your personal information
This privacy notice is to let you know how Pembrokeshire Coast National Park Authority will look after your personal information. This includes:


  • The information you tell us about yourself.
  • Information we learn about you through having you as a customer or supplier, employee, volunteer, service user, supporter or when carrying out our regulatory duties as a public authority
  • The choices you give us about what marketing or information about the Authority you want us to provide to you.

This notice explains how we do this, and tells you about your privacy rights and how the law protects you. This notice may change from time to time, so please check our website occasionally to ensure that you are happy with any changes

Who we are
Pembrokeshire Coast National Park Authority was created as a free standing special purpose local authority under the 1995 Environment Act (the Act).

You can find out more about us here.

If you have any questions, or want more details about how we use your personal information, you can contact our Data Protection Officer.

DPO@pembrokeshirecoast.org.uk

01646 624800

You can also write to use at:

Data Protection Officer
Pembrokeshire Coast National Park Authority
National Park Offices
Llanion Park
Pembroke Dock
Pembrokeshire
SA72 6DY

Pembrokeshire Coast National Park Authority is registered as a Data Controller with the ICO (Information Commissioners Office). Registration number: Z6910336

How the law protects you
Your privacy is protected by law and this section explains how that works.

We set out how we meet accountability measures in the law and how we keep your information safe in our Data Protection Policy.

Your rights
Under data protection regulations you have the following rights:

  1. The right to be informed
  2. The right of access
  3. The right to rectification
  4. The right to erasure
  5. The right to restrict processing
  6. The right to data portability
  7. The right to object
  8. Rights in relation to automated decision making and profiling.

The lawful basis of processing influences which rights are available to the individual.

Proper reasons (lawful basis) for using your personal data
Data Protection law says that we are allowed to use personal information only if we have a proper reason (lawful basis) to do so. This includes sharing personal information with others outside the Authority.

The law says we must have one or more of these reasons:


  • It is necessary for the performance of a task relating to the  National Park Authority’s public and regulatory duties
  • To fulfil a contract we have with you, or
  • When it is our legal duty, or
  • When it is in our legitimate interest, or
  • When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information that is not related to our public and regulatory duties as a National Park Authority.

There are additional reasons (lawful basis) that the Authority must meet when processing special category data.

The data we collect
We may collect personal information about you or your business from these sources:

Data you give to us:


  • When you complete an application form, such as a job, volunteering, planning application form
  • When you apply for our services, such as  book to attend an event
  • When you talk to us on the phone, e-mail or send us a letter
  • When you use our website
  • In emails and letters
  • When you make a purchase or enter into a contract with us
  • When you sign up to become part of a network or group we facilitate
  • In insurance claims or other documents

Data we collect when you use our services:


  • Payment and transaction data.
  • Online profile and usage data. This includes the use of cookies when you access our website.
  • Usage and engagement data for services
  • Planning Application data
  • Case file notes from meetings

Data from third parties we work with:


  • Organisations that sign post you to us
  • Project partners
  • Insurers
  • Carmarthenshire Council – Payroll Services
  • Dyfed Pensions
  • Social networks
  • Fraud prevention agencies
  • Land agents
  • Public information sources such as Companies House
  • Agents working on our behalf
  • Medical practitioners* Occupational Health
  • Government and law enforcement agencies.

 

The information we collect from you and what it is used for

Employees and Job Applicants

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Processing Job Application

Fulfilling Contracts
Our Legal Obligations

 

Processing Work Experience/ Student Placement Requests

Legitimate Interest

People can take up work experience and student placements with the Authority

Fulfilling your Employment Contract

Fulfilling Contracts
Our Legal Obligations
Legitimate Interest

Effective HR  and Payroll administration within the Authority

Keeping in Contact with you or your Emergency Contact

Fulfilling Contracts
Our Legal Obligations
Legitimate Interest
Consent – Emergency Contact

Keeping staff and emergency contacts informed

Health and Safety

Our Legal Obligations

 

Making Reasonable Adjustments

Our Public Task
Our Legal Obligations
 

Fulfil requirements under the Equality Act 2010

Equality Monitoring Data

Our Public Task
Our Legal Obligations

Fulfil requirements under the Equality Act 2010

 

Members

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Keeping in contact with you and providing you with information to fulfil your role

Our Public Task
Our Legal Obligations
Legitimate Interest

Effective Governance of the Authority

Processing Expenses Payments

Our Public Task
Our Legal Obligations
Legitimate Interest

 Remuneration of Members

 

Volunteers

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Processing your volunteer application

Our Public Task
Our Legal Obligations
Legitimate Interest

Working with volunteers to fulfil National Park Purposes

Keeping in contact with you

Legitimate Interest

Volunteers are kept up to date with opportunities

Tailoring volunteering experiences and making reasonable adjustments

Our Public Task
Our Legal Obligations
Legitimate Interest
Consent – in relation to health data

Increasing access to volunteering opportunities. Fulfil requirements under the Equality Act 2010.

Health and Safety

Our Legal Obligations

 

Equality Monitoring

Our Public Task
Our Legal Obligations

Fulfil requirements under the Equality Act 2010

 

 

Service Users, Customers and Partners – Planning

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Processing planning applications

Our Public Task
Our Legal Obligations
Legitimate Interest

Fulfilling planning Authority duties.

Keeping in contact and seeking feedback about the service we provide

Our Public Task
Our Legal Obligations
Legitimate Interest

Managing ongoing relationships and improving services

Seeking comments for Planning Policy reasons, for example the Local Development Plan

Our Public Task
Our Legal Obligations
Legitimate Interest

Public have opportunity to influence local planning policy. Fulfilling Delivery agreement obligations

 

Members of Networks or Groups we facilitate

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

For arranging meetings and sending out information relating to the work of the group

Our Public Task
Our Legal Obligations
Legitimate Interest

Working with others to fulfil National Park Purposes

Processing Expenses Payments

Our Legal Obligations
Legitimate Interest

Remuneration of Access Forum Members

 

Service Users and Partners – Across Services

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Liaising with relevant contacts for rights of way and conservation management

Our Public Task
Our Legal Obligations
Legitimate Interest

Fulfilling National Park purposes. Effective delivery of services.

 

Customers, Suppliers and Contractors

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Processing Payments – including getting in contact with you about it if needed

Contract
Our Legal Obligations
Legitimate Interest
 

Effective Processing of Payments

Processing event bookings -including getting in contact with you about it if needed

Legitimate Interest

Effective processing of booking for events that promote National Park purposes

Manage our relationship with you or your business

Legitimate Interest
Our Legal Obligations
Legitimate Interest

Effective supplier, customer and contractor relationships

Assessing Tenders

Our Legal Obligations

 

To carry out our obligations arising from any contracts entered into by you and us

Fulfilling Contracts

 

Information required for financial auditing requirements

Our Legal Obligations

 

 

Engagement (including online) and Marketing

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Keeping in touch with information about events at our centres

Our Public Task
Consent  - when you sign up to a mailing list

Promoting Special Qualities of the Park

Manage opportunities at the Centres or in Coast to Coast for businesses and stall holders

Legitimate Interest – Ongoing Relationship
Consent – New Contact

Manage ongoing relationships effectively so people are aware of opportunities available

Dealing with entries to competitions.

Legitimate Interest

Enabling effective delivery of competitions

Analysing visits to our website

Legitimate Interest
Consent – Cookie Policy

Enable us to analyse and improve website experience

Photos

Legitimate Interest

Consent

Enable us to publicise and engage people with the work the Authority does

 

Supporters

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Processing your donation

Our Legal Obligations
Legitimate Interest

Fulfilling National Park purposes. Effective delivery of services.

Keeping in contact with you about opportunities to support the Authority

Consent

 

 

Governance and Accountability

What we use your personal information for

Our Reasons

Our public tasks or legitimate interests

Processing queries, comments,  feedback and complaints you submit

Public Task
Legal Obligations
Legitimate Interest

Fulfil the Authority’s  National Park Purposes, service standards and Freedom of Information, Environmental Regulation and Subject Access requirements.

 

How long we keep your information for
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information for a set length of time to fulfil our statutory obligations, for example planning, financial or human resources records. We will only hold your personal information on our systems or on file for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who we share your personal information with
We may share your personal information internally with relevant departments within the Authority but only for specified purposes.

We may share your personal information externally with these organisations and for the following reasons:

 

Organisations

Our Reason

HM Revenue and Customs, Regulators and other Authorities

Auditing purposes, Fraud and crime detection

Dyfed Pensions

They administer the Authority’s Pension Scheme

Carmarthenshire Council

They administer the Authority’s Payroll

People you agree to us sharing your data with

You have consented for data to be shared

How we use your personal information to make automated decisions
Currently we don’t use your information to make automated decisions. If this changes in the future we will update this section of the notice.

If you choose not to give personal information
We may need to collect personal information by law, or under the terms of a contract we have with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform tasks related to a service you are looking to access.

Any data collection that is optional would be made clear at the point of collection

Consent and withdrawing consent
Where individual consent is needed to process personal information we will make you aware. Consent will not generally be a precondition of signing up to a service.

You can withdraw your consent at any time. Please contact us if you want to do so at info@pembrokeshirecoast.org.uk or the relevant team within the Authority who you provided consent to.

If you withdraw your consent, we may not be able to provide certain information or services to you. If this is the case, we will tell you.

How to get a copy of your personal information
You can access your personal information we hold by writing to us to the address below:

Administration & Democratic Services Manager
Pembrokeshire Coast National Park Authority
National Park Offices
Llanion Park
Pembroke Dock
Pembrokeshire
SA72 6DY

If you need assistanceplease contact: info@pembrokeshirecoast.org.uk / 01646 624800.

Letting us know if your personal information is incorrect
If we hold information about you, you can ask us to correct any mistakes by contacting us at info@pembrokeshirecoast.org.uk, phoning us on 01646 624800, writing to us or contacting the relevant team within the Authority who you provided the information to. We will take reasonable steps to check the accuracy of the data we hold and correct it.

What if you want us to stop using your personal information?
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:


  • It is not accurate.
  • It has been used unlawfully but you don’t want us to delete it.
  • It is not relevant any more, but you want us to keep it for use in legal claims.
  • You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.

If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us at DPO@pembrokeshirecoast.org.uk.

Cookies
To find out more about how we use cookies please see our cookie notice.

Sending data outside the EEA
We will only send your data outside of the European Economic Area (‘EEA’) to:


  • Comply with a legal duty.
  • When data processors we use send data outside the EEA but have relevant safeguards in place.

If we or a processor we use do transfer information outside of the EEA, we will make sure that it is protected in the same way as if it was being used in the EEA. We’ll use one of these safeguards:



16 or under
We are committed to protecting the privacy of children aged 16 or under. If you are aged 16 or under‚ please ensure you get your parent/guardian's permission beforehand whenever you provide us with personal information.

How to complain
Please let us know if you are unhappy with how we have used your personal information. Please contact our data protection officer at DPO@pembrokeshirecoast.org.uk or 01646 624800

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern. There helpline number is 0303 123 1113.