This Privacy Notice is effective from 24/04/2020

This Privacy Notice supplements the overarching Sheffield Council privacy policy.

Who We Are and What This Privacy Notice Covers

This Privacy Notice covers all personal data captured through the forms on this website and applies to information that we collect about you when you provide your personal details using these forms.

The reasons we gather this information include:

  • Monitoring the use of our website (such as the use of cookies)
  • So that you can support our services
  • To enable personal interactions via email
  • To contact you about helping us create case studies about our work

Throughout this Privacy Notice we’ll refer to our website and other services collectively as “Services.”

Below we explain how we collect, use, and share information about you, along with the choices that you have with respect to that information.

Please note that this Privacy Notice only applies to personal data gathered through this website.

If you have any questions about this Privacy Notice, please contact us as described in the Contact Section below.

Definitions you should be aware of

Personal data: “personal data” means any information relating to an identified or identifiable natural person (known as the ‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;

Data Subject: The “Data Subject” is the individual that the personal data relates to and identifies

Data Controller: “Controller” This is the decision maker who decides how, when and where data under their control will be processed.

Data processor: “Processor” refers to the individual or organisation that carries out data processing activities under instruction from the Data Controller. The Data Controller may also be the Data Processor.

Processing: “Processing” relates to any activity carried out on personal data and includes manipulating, sharing, copying, viewing and storage of data or simply the activity of making a decision based on that data. Decision making may also include automated decision making.

Filing System : “Filing System” basically means any form of data that can be interrogated or searched, and can be digital (like a database or email system) or hard copy (like files in a filing cabinet or contact details in a rolodex).

Consent: “Consent” of the Data Subject relates to the permission to use their personal information following a clear explanation of how that data will be processed and why.

Legitimate Interest: “Legitimate interest” relates to the processing of personal on the basis that the organisation feels that their data processing activities will not infringe upon anyone’s rights or freedoms and that there is a reasonable expectation that these activities will take place.

Special Category: “Special Category” data is personal data which reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health, sex life or sexual orientation.

Data Breach: “Personal Data Breach” means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed.

Information We Collect

We only collect information about you if we have a reason to do so; for example, to provide our Services, to communicate with you, or to make our Services better.

We collect information in two ways:

  1. if and when you provide information to us,
  2. automatically through operating our services, and from outside sources.

Information You Provide to Us

It’s probably no surprise that we collect information that you provide to us. The amount and type of information depends on the context and how we use the information. Here is an example:

Basic Online Information: We ask for basic information from you in order to deliver our services and to communicate to you about those services

Information We Collect Automatically

We also collect some information automatically:

Log Information: Like most online service providers, we collect information that web browsers, mobile devices, and servers typically make available, such as the browser type, IP address, unique device identifiers, language preference, referring site, the date and time of access, operating system, and mobile network information. We collect log information when you use our Services in order to assess the performance of our systems.

Usage Information: We collect information about your usage of our Services. For example, we collect information about the actions that administrators and users perform – in other words, who did what, when and to what thing on our system. We use this information to, for example, provide our Services to you, as well as get insights on how people use our Services, so we can make our Services better.

Location Information: We may determine the approximate location of your device from your IP address. We collect and use this information to, for example, calculate how many people visit our Services from certain geographic regions. We may also collect information about your precise location via our mobile apps if you allow us to do so through your mobile device operating system’s permissions.

Information from Cookies & Other Technologies: A cookie is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Pixel tags (also called web beacons) are small blocks of code placed on websites and e-mails. Sheffield is Sweet Enough uses cookies and other technologies like pixel tags to help us identify and track visitors, usage, and access preferences for our Services, as well as track and understand e-mail campaign effectiveness and to deliver targeted ads. For more information about our use of cookies and other technologies for tracking, including how you can control the use of cookies, please view our cookie policy.

How We Use Information

We use information about you as mentioned above and as follows:

  • To provide our Services
  • To further develop our Services - for example by adding new features that we think our users will find of benefit;
  • To monitor and analyse trends and better understand how users interact with our Services, which helps us improve our Services and make them easier to use;
  • To monitor and protect the security of our Services, detect and prevent fraudulent transactions and other illegal activities, fight spam, and protect the rights and property of Sheffield is Sweet Enough and others;
  • To communicate with you about offers and promotions offered by Sheffield is Sweet Enough and others we think will be of interest to you, solicit your feedback, or keep you up to date on Sheffield is Sweet Enough and our products; and
  • To personalize your experience using our online Services, provide content recommendations and serve relevant advertisements based on your preferences.

Sharing of Personal Data

How We Share Personal Data

We do not sell our users’ private personal information.

We share your personal data in the limited circumstances listed below and with appropriate safeguards on your privacy:

Subsidiaries, Employees, and Independent Contractors: We may disclose information about you to our subsidiaries, our employees, and individuals who are our independent contractors that need to know the information in order to help us provide our Services or to process the information on our behalf. We require our subsidiaries, employees, and independent contractors to follow this Privacy Notice for personal information that we share with them.

With Your Consent: We may share and disclose information with your consent or at your direction. For example, we may share your information with third parties with which you authorize us to do so. Where we require your consent to share your data with 3rd parties you will find these listed under Sharing with Third Parties.

We may also request your consent to process limited elements of your data in specific ways. Where we require this consent, it will be presented to you in a way that allows you to have a clear understanding of what you are consenting to and enable you to agree to this in a clear and positive way.

Sharing with Third Parties: We may share information about you with third party vendors who need to know information about you in order to provide their services to us. This group includes vendors that help us provide our Services to you (like payment providers that process your credit and debit card information) and those that help us understand and enhance our Services (like analytics providers). We require vendors to agree to privacy commitments in order to share information with them.

With your consent or when considered a legitimate interest that does not negatively affect your rights and freedoms as an individual, we may also share your data with other third parties. These third parties and the reason for sharing your data with them is listed below:

Foundry Communications To provide hosting and data services associated with this website

As Required by Law: We may disclose information about you in response to a subpoena, court order, or other governmental request.

To Protect Rights and Property: We may disclose information about you when we believe in good faith that disclosure is reasonably necessary to protect the property or rights of Sheffield is Sweet Enough, third parties, or the public at large. For example, if we have a good faith belief that there is an imminent danger of death or serious physical injury, we may disclose information related to the emergency without delay.

Aggregated and De-Identified Information: We may share information that has been aggregated or reasonably de-identified, so that the information could not reasonably be used to identify you. For instance, we may publish aggregate statistics about the use of our Services.

Published Support Requests: And if you send us a request (for example, via a support email or one of our feedback mechanisms), we reserve the right to publish that request in order to help us clarify or respond to your request or to help us support other users.

Publicly Shared Information

Information that you choose to make public is, you guessed it, disclosed publicly. That means, of course, that information like your public profile, posts, other content that you make public on our system. Public information may also be indexed by search engines or used by third parties. Please keep all of this in mind when deciding what you would like to share.

Security

While no online service is 100% secure, we work very hard to protect information about you against unauthorized access, use, alteration, or destruction, and take reasonable measures to do so.

We employ a range of security controls throughout our organisation to ensure that we look after your personal data and protect it from loss, corruption or unauthorised access.

Retention

We only retain data for as long as is necessary to satisfy the following requirements:

Legal Requirements: We are required to meet legal obligations in terms of retention periods for some data, such as financial records and information.

Case Studies: Where data is held for Case Study purposes then we will hold this for until July 2024 when the contract expires

Business Analysis: Where data is held for business analysis purposes, data is limited to only that necessary to perform the analysis. We retain business analysis data until July 2024 when the contract expires

Data Destruction/Erasure

We always aim to keep the amount of personal data we hold to a minimum and so, unless we have received a specific request from you to erase any of your data before the retention periods expire, we will destroy/erase with an expired retention period as soon as the retention period has expired.

Your Choices

You have several choices available when it comes to information that we hold about you:

Opt-Out of, or revoke Consent to Electronic Communications: You may opt out of or revoke Consent to receiving promotional messages from us. Just follow the instructions in those messages. If you opt out of promotional messages, we may still send you other messages, like those about your account and legal notices.

Your Rights

When it comes to personal data you have defined rights regarding how your data is collected, processed and shared. These rights are explained below:

The Right of Access: You have the right to request that we show you what personal data of yours we hold and process.

The Right to Withdraw Consent: Where you have specifically given us consent to process your data then you have the ability to withdraw that consent at any time. Please be aware that where that data is used to provide you with services, then withdrawal of consent to use this data may negatively impact on our ability to provide those services for you.

The Right to Erasure: In specific circumstances, you have the right to request that any data we hold on you be erased. This includes where:

  • Your personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
  • You withdraw consent.
  • You object to the processing and there is no overriding legitimate interest for continuing the processing.

The Right to Object: There are cases where we may process some of your data in order to help us assess and improve our business. This type of processing may not be supported by a contractual requirement or your consent, but would have been carefully assessed to ensure that we have a clear legitimate interest in doing so that does not adversely affect you as an individual.

In these instances, we make you aware of these activities along with your right to object to this kind of processing should you wish.

The Right to Rectification: If you become aware that any data we hold is incorrect you have the right to request that this data be corrected

The Right to Data Portability: You have the right to request that we provide you with an electronic copy of any data you have given to us as part of a contractual relationship or following your consent. This also includes any data about you that has been generated automatically as part of these agreements.

The Right to Restrict Processing: In some situation you may require us to restrict processing, such as following an objection or if data accuracy is in question. Where you exercise your right to restrict processing we shall not recommence processing without first notifying you.

Exercising your rights

If you wish to exercise any of your rights we would be happy to help you. Please use the contact details below to communicate your requirements.

Registering a Complaint

If you have any complaints about the way in which your personal data is being handled, then please contact us using the contact details below. Alternatively, you may also contact the national supervisory authority to register a complaint, their details can be found at https://ico.org.uk

Contact Details

To contact us about your personal data or for any data requests, you may contact our data controller as described in: www.sheffield.gov.uk/utilities/footer-links/privacy-notice

If you wish to speak to us directly regarding information related to this website then you may contact us at:

Address:

Sheffield is Sweet Enough
C/O Partnerships, Sport and Health team
Howden House
Union St
Sheffield City Council
S1 2SH

Telephone: 0114 205 7467

Email: Jessica.Wilson2@sheffield.gov.uk