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  • Privacy
  • Privacy notices
  • Event Management Plans
  • Event Management Plans

    The purposes of the processing
    Personal data we collect
    Sensitive (special category) personal data we collect
    Who we are
    The contact details of our data protection officer
    The lawful basis for processing personal data
    The lawful basis for processing special category personal data
    Relevant legislation
    The legitimate interests for the processing
    Who we share your data with
    Transfers of personal data to any third countries or international organisations
    How long we keep your personal data
    Your rights
    Your right to withdraw consent
    Mailing list
    Your obligation to provide the personal data
    The existence of automated decision-making, including profiling
    Your right to lodge a complaint with a supervisory authority


    The purposes of the processing

    When you organise an outdoor event you may need to submit an event management plan. This is a live document which records the development and details of your event.

    Your event management plan should include the following:

    • Event Safety
    • Detailed Site Plan
    • Event Risk Assessment
    • Fire Risk Assessment including safe capacity
    • Production Schedule
    • Event Organisation Structure
    • Emergency Plans and Procedures
    • Crowd Management
    • Event Contact List
    • Traffic Management Plan

    Your event management plan will be shared with and may be assessed by our Safety Advisory Group to ensure your event is safe and well-managed.

    Your event management plan may contain your own personal details, as organiser, as well as a contact list for other key staff. We collect this information to ensure that key staff can be contacted directly if problems occur.

    You should ensure that those included on the key contact list have given you their permission to include their personal data in your event management plan and understand that it will be submitted to the council and shared with the members of the Safety Advisory Group. You will be asked to confirm this.

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    Personal data we collect

    • Names
    • Addresses
    • Email addresses
    • Phone numbers
    • Unique identifiers (Customer ID number)

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    Sensitive (special category) personal data we collect

    Not applicable.

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    Who we are

    Hastings Borough Council
    Muriel Matters House
    Hastings
    East Sussex
    TN34 3UY

    Tel:  01424 451066

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    The contact details of our data protection officer

    Data Protection Officer
    Hastings Borough Council
    Muriel Matters House
    Hastings
    East Sussex
    TN34 3UY

    Contact our data protection officer.

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    The lawful basis for processing personal data

    Contract: the processing is necessary for a contract we have with the individual, or because they have asked us to take specific steps before entering into a contract.

    Public task: the processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.

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    The lawful basis for processing special category personal data

    Not applicable.

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    Relevant legislation 

    Health and Safety at Work etc. Act 1974
    Civil Contingencies Act 2004

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    The legitimate interests for the processing

    Not applicable.

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    Who we share your data with

    Your event management plan, and any personal data that it contains, will be shared with various teams within Hastings Borough Council.

    Your event management plan, and any personal data that it contains, will also be shared with, and may be assessed by, the members of the Safety Advisory Group:

    • Sussex Police
    • East Sussex Fire and Rescue Service
    • South East Coast Ambulance Service
    • Maritime and Coastguard Agency
    • East Sussex County Council
    • Royal National Lifeboat Institution
    • Civil Aviation Authority
    • East Sussex Healthcare NHS Trust

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    Transfers of personal data to any third countries or international organisations

    Any contracts with providers who might host personal information abroad have appropriate clauses to ensure adequate technical and organisational security measures are in place.

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    How long we keep your personal data

    For information about how long we keep your personal data, please refer to our data retention policy.

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    Your rights

    You can find out more about each of your rights on our Your privacy page.      

    You can ask for access to the information we hold on you.

    You can ask to change information you think is inaccurate.

    You can ask to limit what we use your personal data for.

    You can object to us processing your personal data.

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    Your right to withdraw consent

    Not applicable.

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    Mailing list 

    Not applicable.

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    Your obligation to provide the personal data

    If you do not supply the required personal data within your event management plan, your event will not be authorised and your booking will be cancelled.

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    The existence of automated decision-making, including profiling

    Not applicable.

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    Your right to lodge a complaint with a supervisory authority

    The Information Commissioner is the UK's independent body set up to uphold information rights.

    If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner's website.

    If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner's Office:

    Information Commissioner's Office
    Wycliffe House
    Water Lane
    Wilmslow
    Cheshire
    SK9 5AF

    Tel: 0303 123 1113 or 01625 545 745
    Email: casework@ico.org.uk

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  • Privacy notices

    Actions

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    • Your privacy
    • Data retention policy


    Contact

    Got a question about your privacy or data protection?

    Contact our Data Protection Officer


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