Privacy statement

We, Hull Culture and Leisure Limited, are registered as a Data Controller under the Data Protection Act 1998 and General Data Protection Regulation 2018 as we collect and process personal information about you. Our registration number is: ZA240301.

Visit the Information Commissioner Office website to access our data protection notification

Our Data Protection Officer (the person in our organisation responsible for ensuring we comply with our legal responsibilities) is -

Michelle Alford
Library Services Director
Hull Culture and Leisure Ltd
Dock Office Chambers
New Cross Street
HU1 3AR
Tel - 01482 614282
Email - michelle.alford@hcandl.co.uk

This notice explains how we collect, use and share your information to provide services to you.

How we collect your personal information

Personal information may be collected in the following ways -

  • On paper or by electronic form
  • Customer account or online forms
  • E-mail
  • Telephone
  • Website
  • CCTV
  • Face to face (via our employees or partners)

Why we collect information about you

We need to collect and hold information about you to -

  • Deliver public services
  • Confirm your identity to provide some services
  • Contact you by post, email or telephone
  • Be aware of your needs to provide services that you request
  • Understand what we can do for you and inform you of other relevant services and benefits
  • Help us build up a picture of how we are performing at delivering services to you and how these services can be improved
  • Prevent and detect fraud and corruption through inappropriate use of public funds
  • Make sure we meet our statutory obligations including those related to equality and diversity, and health and safety

We will always be open and transparent with you about how we use your personal data and who it is shared with. If we do not have enough information, or your permission to use certain information, we may not be able to provide your requested service or product.

Your rights in relation to your data

The law on data protection gives you specific rights in relation to your data that we hold. These are -

The personal data we collect

If you register for a customer account with one of our services, or to receive information from them, you might be asked for the following personal information so that we can provide that service or information to you -

  • Name
  • Address
  • Date of birth
  • Email address
  • Telephone number
  • Credit card details
  • Bank account details
  • Ethnicity
  • Gender
  • Disability 

This personal information will only be used to process transactions and data for the purpose of providing you with the services you have registered for or to comply with our legal duty. We will be clear in our Privacy Notices what we will do with your data.

Lawful Basis

In order to process your personal information we have to have a lawful basis on which to do so, we will tell you what this is when we collect the information. The only lawful bases we can use will be one of the following -

(a)     Consent 
(b)     Contract 
(c)     Legal obligation 
(d)     Vital interests 
(e)     Public task
(f)     Legitimate interests

Find out more on the Information Commisions Office website

How we use your information

We will conform to the Data Protection Act and General Data Protection Regulation and use your information to -

  • Undertake administrative processes to provide the service you requested 
  • Process financial transactions including payments for services or grants involving the company
  • Provide a service, or process a financial transaction, where we are acting on behalf of other government bodies such as Hull City Council, the Department for Work and Pensions, or similar. If we are acting on behalf of a third party we will make this clear to you. When the third party collected your personal information they should have made it clear to you that we, Hull Culture and Leisure Ltd, will process your data on their behalf
  • Protect individuals from the risk of harm or injury, where necessary
  • Allow statistical analysis of data (that you cannot be personally identified from) so we can target and plan the provision of services
  • To send you information about our services and events if you have asked us to

If you have any questions about how we use your personal details, please contact -  info@hcandl.co.uk 

You can also submit a subject access request if you require a copy of any data that involves you.

Find out how to make a Subject Access Request

How we keep your information safe

We respect our responsibility to hold your personal information on your behalf and keep it safe by -

  • Only retaining it for as long as we need to 
  • Checking that effective safeguards are in place
  • Making sure all employees handling your information have had appropriate training
  • Having processes in place to monitor, identify and deal with misuse by employees
  • Processing all personal data in accordance with the principles of the data protection act and General Data Protection Regulation

Hull Culture and Leisure Ltd maintains a register of all data collected and its retention period, please email info@hcandl.co.uk if you would like a copy of this register.

Who processes your information

Our Board of Directors and employees are only given access to your personal information for the specific purpose for which they are authorised. They may not disclose your personal data to anyone else without your consent unless they are legally obliged or empowered to do so.
If you make a complaint about company services your personal data may be shared with the Company’s board and employees working in the service concerned.

If you sign a petition that is presented to a Hull Culture and Leisure board or a council meeting your personal data may be shared with the board of directors, your local ward councillors, committee members and council employees working in the service concerned.

How we share your information

We may need to pass your information to partner organisations that provide the service you have requested on our behalf. These partners are obliged to keep your details secure through a contract, service level agreement or community charter and use them only to fulfil your request.

If we wish to pass your sensitive or confidential information onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk.

We may disclose information to other partners where it is necessary such as to comply with a legal obligation or where permitted under the Data Protection Act and GDPR. This includes the prevention and/or detection of crime.

We will only pass your personal information to external organisations for marketing or sales purposes or any commercial use with your prior consent.

We will only transfer your personal information overseas where we are obliged to do so by law. Also in certain cases where there is a specific requirement to do so (your consent will be obtained beforehand).

Right to data rectification

You have the right to have your data rectified where it is inaccurate or incomplete. You may use this form to request that your data be rectified.

Hull Culture and Leisure will respond to your request within one month and will take steps to restrict the use of your data whilst we verify whether the data is inaccurate. The following link tells you how you can do this.

Find out more about data rectification

Right to have your data erased

You have the right to request that we stop processing your personal data in relation to any of our services. This may cause delays or prevent us providing you with a service.

Find out more about data deletion

Your account will be closed within 28 days of the request although it may not always be possible to fulfil your request as it may be necessary to hold or process information to comply with a legal requirement, or where money is owed to us, or you have items on loan from us.

We will reply to you within 21 days and let you know what action we have taken with your request.

Web statistics

Our website(s) automatically logs information about your visit such as your browser type and the length of your visit. We use this information to understand how visitors interact with the site so we can make informed decisions about design improvements. Our website(s) does not collect any personal information about you.

Find out more information on how we use Cookies on our website

Audit fraud data sharing

We are required by law to protect the public funds we administer. We may share information with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.

Hull Culture and Leisure Accounts are audited each year by an external auditor and published by Company’s House. We will make a link to them available on our website.

As a Company wholly owned by a local authority (Hull City Council) data collected by us may be subject to data matching. Data matching involves comparing computer records held by one body against other computer records held by the same or another body to work out how far they match. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it may indicate that there is inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.

The Cabinet Office currently requires Hull City Council to participate in a data matching exercise to assist in the prevention and detection of fraud. They are required to provide particular sets of data to the Cabinet Office for each exercise and these are set out in the Audit Commission's guidance.

Visit the GOV.UK website to find out more about the National Fraud Initiative

The use of the data by the Cabinet Office in a data matching exercise is carried out with statutory authority under its powers in part 6 of the Local Authority and Accountability Act 2014 (LAAA). It does not require the consent of the individuals concerned under the Data Protection Act 1998. 

Data matching by the Cabinet Office is subject to a code of practice.

Visit the GOV.UK website to access the code of practice

You can also access more information about the Audit Commission's legal powers and the reasons why it matches particular information.

Visit the GOV.UK website to find out more about the Audit Commission's legal powers

CCTV

CCTV systems are installed in public areas across our sites for public safety and the prevention and detection of crime. Signs notifying you that CCTV is in operation are displayed in these areas. They also advise you who to contact for further information.
Images captured by CCTV are not kept for longer than is necessary.

Subject Access Request

You can submit a subject access request if you require a copy of any CCTV images of yourself.

Emails

If you email us, we may store all or part of the details from them on our computer systems. We do not routinely retain all emails we receive.

Telephone calls

You will always be informed if we are recording or monitoring any telephone call you make or receive from us. All calls to our contact centre are recorded.

Audio recordings are only used for the purposes stated in this privacy notice and in accordance with the principles of the Data Protection Act and GDPR. This includes employee training.

You can submit a subject access request if you require a copy of any audio recordings that involve you.

Find out how to make a subject access request