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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 3UYTel: 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 3UYContact 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 2004Back to top of page
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 5AFTel: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.ukBack to top of page
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The content on this page is the responsibility of the Data Protection Officer.