This privacy policy will explain how Parks Services uses the personal data we collect from you when you provide your details in relation to allotments.
Parks Services is part of Cardiff Council, who is the Data Controller for the purposes of the data collected. All personal data is processed in accordance with the UK GDPR and Data Protection Act 2018.
What data do we collect?
- Personal identification information (Name, address, email address, phone number, date of birth, concession eligibility (benefits).
- Payment details.
This is collected for the purpose of allotment waiting list management and details of any allotment tenancy that is taken on (plot number and allotment site) and issuing invoices for the plot.
We also process some of this data if you volunteer as a site representative.
How do we collect your data?
You directly provide Parks Services with most of the data we collect. We collect data and process data when you:
-
Register online to apply to go on an allotment waiting list.
- Voluntarily complete a customer survey or provide feedback on any of our message boards or via email.
- Use or view our website via your browser's cookies.
- Put yourself forward to be a site representative.
Parks Services may also receive your data indirectly from the following sources:
- Your details may be forwarded to Parks Services if you contact Accounts Receivable/Income Recovery about your allotment invoice.
How we will share your data
Cardiff Council securely stores your data at
Orkastrate, a secure Cloud based system provided by Orkastrate, which is a third-party software provider. Cardiff Council staff and the site representative for the allotment site have access to this secure Cloud based system with password protection. Cardiff Council will keep your personal data for the duration of the allotment tenancy.
Once this time period has expired, your data will be anonymised so you cannot be identified.
Financial data will be kept for 6 years after your tenancy has ended.
Site Representatives
Cardiff's allotment sites have Site Representatives who are committee members. These are allotment tenants who have been elected to the role and facilitate the management of the allotment site on behalf of the Allotment Service. The Site Representatives show vacant plots to prospective tenants, assist with site inspections, advise on site issues, provide guidance to new and existing tenants.
To carry out this role, Site Representatives are provided with the following information:
- Current tenants' names, plot numbers, email addresses, and phone numbers.
- Prospective tenants' names, email addresses, and phone numbers.
Site Representatives will only hold your information while they carry out this role.
You will be informed by the Allotment Service if
a Site Representative is no longer in post. As a plotholder, the Allotment Site Committee will also contact you to let you know when the Annual General Meeting is due to be held which will include the election of the Committee (including the Site Representative).
How will we use your data?
Under the Data Protection Act 2018, the lawful bases we rely on for using your personal information is:
- Article 6(1)(b) UK GDPR - We have a contractual obligation (Tenancy Agreement) with you.
- Article 6(1)(e) UK GDPR- Where it is necessary for the performance of a task carried out in the public interest or in the exercise of local authority functions under the Allotment Act 1908 as modified under the Allotment Act 1950.
- Article 6(1)(a) UK GDPR – With your consent when you respond to our surveys.
Your data will be used by Cardiff Council for the following purposes:
- entering into, and fulfilling the terms of an Allotment Tenancy Agreement,
- maintaining and administering the records on the allotment database,
- contacting you in the event of a problem with your tenancy/plot,
- sending out renewal information,
- enabling us to meet all legal and statutory obligations,
- notifying you of changes like repairs and maintenance, and
- chasing up outstanding payments.
What are your data protection rights?
Cardiff Council would like to make sure you are fully aware of all of your data protection rights.
Every user is entitled to the following:
The right to access
You have the right to request Cardiff Council for copies of your personal data.
The right to rectification
You have the right to request that Cardiff Council correct any information you believe is inaccurate.
You also have the right to request Cardiff Council to complete the information you believe is incomplete.
The right to erasure
You have the right to request that Cardiff Council erases your personal data, under certain conditions.
The right to restrict processing
You have the right to request that Cardiff Council restricts the processing of your personal data, under certain conditions.
The right to object to processing
You have the right to object to Cardiff Council’s processing of your personal data, under certain conditions.
The right to data portability
You have the right to request that Cardiff Council transfers the data that we have collected to another organisation, or directly to you, under certain conditions.
If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us:
Tel: 029 2087 2087
Email: dataprotection@cardiff.gov.uk
Cookies
Cookies are text files placed on your computer to collect standard internet log information and visitor behavior information. When you visit our website, we may collect information from you automatically through cookies or similar technology.
You can find more information about cookies.
Privacy policies of other websites
The Cardiff Council Parks team uses a Cloud based app provided by Orkastrate.
View the Orkastrate privacy policy.
Changes to our privacy policy
Cardiff Council keeps its privacy policy under regular review and places any updates on this webpage.
This privacy policy was last updated on 5 March 2024.
How to contact us
If you have any questions about Cardiff Council's privacy policy, the data we hold on you, or if you would like to exercise one of your data protection rights, please do not hesitate to contact us via email at dataprotection@cardiff.gov.uk or by post:
Data Protection Officer
Information Governance Team
County Hall
Atlantic Wharf
Cardiff
CF10 4UW
How to contact the appropriate authority
If you wish to make a complaint or if you feel that Cardiff Council has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner's Office: 0303 123 1113.