Privacy Notice

This privacy notice sets out how South Holland Centre uses and protects any information that you give when you interact with us.

South Holland Centre is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

South Holland Centre may change this notice by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This notice is effective from June 2018

Who we are

The South Holland Centre is a leisure and entertainment facility operated by South Holland District Council.The South Holland Centre receives regular funding from Arts Council England, and at times may receive funding support from other trusts, foundations, charities and both individual and organisational supporters.

Your privacy is very important to us.

South Holland District Council is the Data Controller responsible for the personal information you may provide in relation to the South Holland Centre and its services and activities.  Our Data Protection Officer, Mark Stinson, can be contacted by phone on 01775 761161 or via email: mark.stinson@sholland.gov.uk or by writing to us at Legal Services, South Holland District Council, Priory Road, Spalding, Lincolnshire. PE11 2XE.  You can view South Holland District Council’s privacy policy from here.

Your data will be processed by Public Sector Partnership Services Ltd (PSPS), formerly known as Compass Point Business Services, a company owned by East Lindsey and South Holland District Councils.  PSPS’s Data Protection Officer can be contacted via email: Data.Protection@pspsl.co.uk, by phone on 01507 613303, or in writing to Data Protection Officer, Public Sector Partnership Services Ltd, Tedder Hall, Manby Park, Louth, Lincolnshire LN11 8UP.

What personal data we collect and why

Depending on the service we provide you, we may collect a range of personal data including: name, address, telephone number, email address, payment information, financial information, web based identifiers, CCTV images etc.

There are three bases under which we may process such data:

1/ Processing is required for the performance of a Contract

When you make a booking with us or make a purchase from us you are entering into a contract with us.In order to perform this contract we need to process and store your data.For example, if there are problems with your payment or we need to contact you in the case of the cancellation or amendment of an event.

2/ Where processing the data is necessary for the purposes of the Legitimate Interest of the South Holland Centre (except where such interests are overridden by your interests or your fundamental rights and freedoms )

In certain situations we collect and process your personal information for purposes that are within our legitimate organisational interests in order to provide and promote our services to you.We only do this if there is no over-riding prejudice to you by using your personal information in this way.We describe below the situations where we may use Legitimate Interest as the basis for processing information.

3/ With your explicit consent

For any situation where neither of the two above bases for processing information are appropriate, we will instead ask for your explicit consent before using your personal information for that specific situation.

How your data is used

1/ To fulfil our contractual obligations to you

We will collect, store and process your personal information where this is required to fulfil a contract or agreement with you, for example, when you have hired a room, booked an event ticket, asked to use us as a ticket agent, or signed up for a workshop or education session.

2/ To send you tailored information about South Holland Centre activities

The South Holland Centre aims to communicate with you about the arts and entertainment activities we offer in ways that you find relevant, timely and respectful.To do this we may use data that we have stored about you such as what events you have booked for in the past, as well as any preferences you have told us about.

We may send you tailored communications by post and email.These communications aim to inform you of events we believe you are interested in.

In the case of postal mailings, you will be given the opportunity to opt in or out of receiving posted promotional mail when you first interact with our booking system (usually by purchasing a ticket). After that you may, at any time, request removal from the South Holland Centre postal mailing list by contacting the South Holland Centre on tel: 01775 764777, emailing: shcentre@sholland.gov.uk, or telling us verbally in person.

In the case of promotional emails, we will give you the opportunity to opt in or out of receiving emails when you first ask to join our email list.After that we will provide you with an option to unsubscribe in every email we subsequently send you, or alternatively you can request removal from the South Holland Centre email mailing list by contacting the South Holland Centre on tel: 01775 764777, emailing: shcentre@sholland.gov.uk, or telling us verbally in person.

3/ Other processing activities

In addition to processing your data for contractual purposes, or to send you tailored information, we also process personal information in the following ways:

• We may analyse data we hold about you for research and statistical purposes.
• In order to improve our website we may analyse information about how visitors use the website and the content that they interact with.

4/ Third Parties

There are certain circumstances under which we may disclose your personal information to third parties:

We may provide data to the Council’s own service providers who enable our service provision by processing data on our behalf, for example the South Holland Centre’s online sales and ticketing software provider, our postal mailing house, and research and data analysis organisations.  In these cases we require that these third parties comply strictly with our instructions and with data protection regulations, including around the security of personal data.

South Holland District Council has a duty to protect the public funds it administers and may use information held about you for all lawful purposes, including, but not limited to:

• prevention and detection of fraud
• protecting public funds in investigating misuse of public money

We may share this information with other bodies responsible for detecting and preventing fraud or auditing and administering public funds as required by law.

We may pass your information to other agencies or organisations such as debt enforcement agencies, as allowed by law. We may also receive information about you from certain third parties, or give them information to prevent/detect crime and protect public funds.

On occasions it may be in your interests for the South Holland Centre to share your personal information with specific separate named organisations whose events or activities you have booked for or who work in partnership with us to provide a service.  In such cases we will ask for your explicit Consent before sharing your data.

5/ Cookies

Cookies are small text files that are automatically placed onto your electronic device by some websites that you visit.They are widely used to allow websites to function as well as to provide website operators with information on how the site is being used.We may use cookies on the South Holland Centre website, to keep track of online purchases and to provide us with information on how our websites are being used.You have the option to not accept the use of cookies when using our website.

Set cookie preference for this site here

6/ Your debit and credit card information

If you use your credit or debit card to make purchases from us, we will ensure that this is carried out securely and in accordance with the Payment Card Industry Data Security Standard (PCI-DSS).On the South Holland Centre website, we optionally allow you to store your card details for use in future transactions.This is also carried out in compliance with PCE-DSS and in a way that none of our staff members are able to see your full card number.We never store your 3 or 4 digit security code.

7/ CCTV

There is an internal CCTV camera network within the South Holland Centre which records 24 hours a day.This is used for crime detection, building management and security purposes.We have put into place a separate CCTV Operational Code of Practice which details how CCTV data is protected.

How long personal data is retained

• Room hire booking records (electronic and on paper) – 6 years
• Ticket sales, bookings and marketing records stored within the electronic customer database – indefinitely whilst a customer remains active OR for up to 6 years.
• Workshop records that contain sensitive personal information (including emergency contact and medical information in relation to childrens’ workshops) – 1 month after a single event, or 1 month after the last in a series of such events
• Ticket Agency Service Agreement records – 6 years
• Electronic cash register or point of sale records – 4 years as required by VAT legislation
• CCTV footage – 30 days

These retention periods may be extended in the event of a valid enquiry or investigation.

Consent guidance

As a Local Authority there should be very few occasions where our lawful reason of processing is by way of consent.  This is because the majority of our functions require us to process personal data either because we have a Legal Duty, or we have a Legal Power to do so (in the public interest or in our official authority).  There are other lawful reasons, including for our legitimate business interests or for the performance of a contract, however, if those lawful reasons for processing do not apply to the tasks we are undertaking then it will be necessary to obtain the data subjects consent to process their personal data.

The reason we process data must be stipulated within our Departmental Privacy Notice/s.

If we process by way of consent, the consent obtained must:

• Be in writing
• Freely given (offering individuals genuine choice and control)
• Specific, clear and concise (a positive opt-in). Vague or blanket consent is not enough
• Not by way of pre-ticked boxes or any other method of consent by default.
• Informed (Keep separate from other terms and conditions)
• Unambiguous
• Name any third parties who will rely on the consent.
• Make it easy for people to withdraw consent and tell them how.
• Be retained as evidence as to who, when, how, and what you told people.
• Be kept under review, and be refreshed if anything changes.
• Not be a precondition to access a service.

Consent to process special categories of personal data must be explicit.

There are will be occasion when whilst we do not process by way of consent, we require specific consent to further share the personal data.  Again where this is necessary this must be stipulated within our Departmental Privacy Notice/s and must be in writing, freely given, specific, informed and unambiguous (a clear affirmative action). 

A standard format letter or form should be used and should be approved by the Data Protection Officer or Information Governance Officer before use.

Your rights

You have the right to access your data and to correct any inaccuracies.  For further details of your rights please go to the South Holland District Council website for a more detailed explanation https://www.sholland.gov.uk/privacy or contact the South Holland District Council Data Protection Officer as detailed above.