This Privacy Notice was last updated October 2021
The London Borough of Hounslow is committed to protecting and respecting your privacy. Through this Privacy Notice we have sought to be as transparent as possible and fully explain how your personal data is held and processed.
This privacy notice applies to services provided by Hogarth’s House and tells you what to expect us to do with your personal information.
If you have any questions about this privacy notice or any concerns about how we process your data, please contact HogarthsHouse@Hounslow.gov.uk. The privacy notice will continue to be monitored and updated. You are advised to check this page from time to time.
What type of information we have
The House will only collect and hold Personal Data that is reasonably necessary to undertake our normal activities and functions, or as otherwise permitted by law. We currently collect and process the following information:
- Name
- Email address
- Address
- Contact number
- Bank details
| PURPOSE OF PROCESSING | NAME | ADDRESS | TEL. | BANK | |
| Newsletters, surveys, direct marketing, promotions or competitions | X | ||||
| Booking details to fulfil orders | X | X | X | X | |
| Visitor research | X | X | X | ||
| Employees, volunteers, contractors and suppliers | X | X | X | X | X |
| Emergency contacts for employees, volunteers, contractors and suppliers | X | X | X | X | |
| Enquiries, requests for information, managing feedback or other applications | X | X | X | X | |
| Receiving donations | X | X | X | X | |
| Partners and institutions | X | X | X | X |
Internet users
If you access our websites, we may collect additional Personal Data including: server address/ IP address; date and time of visit; pages visited; documents downloaded; your browser; tracking user preferences or location data.
By continuing to use the site you are agreeing to its use of cookies used on this website. Our website may use cookies to provide you with the best possible online experience and to allow you to access certain functionality. Cookies can be blocked or restricted by changing your browser settings but this may affect your experience of using this website. Use your browser’s Help function to find out how to amend your settings.
Our website may contain links to other external websites. We are not responsible for the content or functionality of any such websites.
How do we get your information?
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- By filling in forms or by corresponding with us by post, phone, email.
- When you sign up to enquire about council provided service, request information, complete a survey, give us feedback or make a compliant.
- When you sign up to receive goods or services from us directly.
- When you join our team as an employee, volunteer, contractor or register as a supplier.
- When you contribute to audience research.
- When you donate an object or money to us.
- When you enter into a loan agreement, a partnership or other business relationship with us.
We also receive personal information indirectly, in the following scenarios:
- When employees, volunteers or contractors provide emergency contact details.
- When you sign up to receive goods or services from us via a third-party service (i.e. Eventbrite).
If it is not disproportionate or prejudicial, we’ll contact you to let you know we are processing your personal information.
Our Lawful basis for processing your information
The lawful basis we rely on for processing this information is detailed below:
| PURPOSE OF PROCESSING | LAWFUL BASIS |
| Newsletters, surveys, direct marketing, promotions or competitions | Consent |
| Booking details to fulfil orders | Legitimate interests |
| Visitor research | Legitimate interests |
| Employees, volunteers, contractors and suppliers | Contractual Obligation |
| Emergency contacts for employees, volunteers, contractors and suppliers | Legitimate interests |
| Enquiries, requests for information, managing feedback or other applications | Legitimate interests |
| Receiving donations | Legitimate interests |
| Partners and institutions | Legitimate interests |
You can remove your consent at any time by contacting HogarthsHouse@Hounslow.gov.uk
We only collect special category data, such as ethnicity or sexual orientation, where it is anonymised.
Why we need your information (purposes of processing)
The personal data we collect will be used for the following purposes:
- To supply newsletters, surveys and direct marketing about our service
- To fulfil orders for tickets, goods or services (whether placed online, over the phone or in person)
- To undertake research and analysis of our visitors
- To maintain records of employees, volunteers, contractors and suppliers.
- To maintain emergency contact records for employees, volunteers and contractors.
- To process enquiries, requests for information, managing feedback or other applications.
- To receive donations of items, grants or other monies.
- To conduct business with partners and other institutions.
We will only use Personal Data for the purpose or purposes for which it was obtained.
Who your information may be shared with (internally and externally)
We share your information with:
- LBHounslow’s Culture Team
- LBHounslow’s Finance Department
- LBHounslow’s Procurement Department
- LBHounslow’s Human Resources Department
There may be times when we are under a legal duty to share information. This includes, but is not limited to:
- disclosure under a court order
- sharing with the Ministry of Justice for inspection purposes
- sharing with the police for the prevention or detection of crime
- where there is an overriding public interest to prevent abuse or serious harm to others
- disclosure to a Regulator if we identify a situation of potential misconduct or if the information is requested
We will strive to ensure that any personal data in our care will be kept safe and that where your information is disclosed to a third party working on our behalf, we will seek to ensure that they have sufficient systems and procedures in place to prevent the loss or damage of personal data.
How long we keep your information
We keep the following data for the retention period specified in the table below. We will then dispose your information in the most secure manner possible.
| PURPOSE OF PROCESSING | RETENTION PERIOD |
| Newsletters, surveys, direct marketing, promotions or competitions | Until consent is withdrawn |
| Booking details to fulfil orders | 1 year |
| Visitor research | 5 years |
| Employees, volunteers, contractors and suppliers | 5 years |
| Emergency contacts for employees, volunteers, contractors and suppliers | Until the end of service |
| Enquiries, requests for information, managing feedback or other applications | 5 years |
| Receiving donations | In perpetuity |
| Partners and institutions | 5 years from the end of engagement |
Transfers to third countries
All the information we hold is held within the UK & European Economic Area.
Business Intelligence, Profiling and Analysis
We may analyze your personal information to improve the council’s services for the following purposes:
- undertake statutory functions efficiently and effectively
- service planning by understanding your needs and your community’s needs and to provide the services that you or your community request
- understanding what we can do for you and your community and inform you of other relevant services and benefits
- help us to build up a picture of how we are performing at delivering services to you and what services the people of Hounslow need
- analysis of costs and spend of services we provide so that we can ensure better and efficient use of public funds
The council is committed to using pseudonymised or anonymised information where practice, and in many cases this will be the default position.
Pseudonymisation is a procedure by which the most identifying fields within a data record are replaced by one or more artificial identifiers, or pseudonyms. There can be a single pseudonym for a collection of replaced fields or a pseudonym per replaced field. An example of this is your National Insurance number or Council Tax Reference number.
Anonymisation is the process of removing identifying particulars or details. This means that the data cannot be linked back to identify you.
Data Matching and Auditing
We are required by law to protect the public funds we administer. We may use the information you provide to us for the prevention and detection of crime. We may also share this information with other bodies that are responsible for auditing or administering public funds including the Audit Commission, the Department for Work and Pensions, other local authorities, HM Revenue and Customers and the Police.
The council uses data matching as a way of processing large volumes of information. While this can be a useful way of detecting fraud, it also enables us to identify information that is inaccurate or out of date, helping us comply with Data Protection law, while improving service provision.
In addition to undertaking our own data matching to identify errors and potential frauds, we are required to take part in national data matching exercises undertaken by the Audit Commission. The use of data by the Audit Commission in a data matching exercise is carried out under its powers in Part 2A of the Audit Commission Act 1998. It does not require the consent of the individuals concerned.
Your data protection rights
The rights available to you depend on our reason for processing your information. For further information about your data protection rights and how to make a request, please see ‘Your rights’
Your right to make a complaint
The Council tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate.
If you want to make a complaint you can contact us on:
Complaints Team
London Borough of Hounslow
Hounslow House,
7 Bath Road,
TW3 3EB
Data Protection Officer
The Council’s Data Protection Officer can be contacted on:
InformationGovernance@hounslow.gov.uk
Information Governance Team
London Borough of Hounslow
Hounslow House,
7 Bath Road,
TW3 3EB
Information Commissioner’s Office
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, visit the Information Commissioner’s website: https://ico.org.uk/
If you have any concerns regarding any 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
Telephone: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.uk
A full list of what information we control and process and for what purposes is set out in our notification with the Information Commissioner’s Register of Data Controllers. Our registration number is Z5761176. You can view our registration on the Information Commissioner’s website.