Privacy Notice

Why we are collecting your data

Chelmsford City Council is a data controller. We will collect your personal data via Ignite in the following ways, which will be used only for the following purposes:

• When you submit a Member Directory profile via the Ignite website – used to publish your Member Directory profile on the Ignite website, and add your contact details to the Ignite Members’ mailing list.

• When you sign up to the Ignite Friends’ newsletter – used to add your contact details to the Ignite Friends’ mailing list.

• When you submit information via the Ignite website ‘feedback’ form – used to respond to feedback to improve the website and Ignite’s wider engagement.

• Through any time-limited surveys we run with Ignite Members and Friends – these will specify what information is being asked for, who will hold the data, and the purposes for which it will be used.

• When you sign up to an Ignite event via Eventbrite – we will use the email addresses provided to message you about the event you have signed up for through Eventbrite, in line with Eventbrite’s policies.

• Website analytics data when you approve use of Ignite website cookies – used to understand use of Ignite website and improve access and functionality.

• We will also collect anonymised data when you submit this through the Member Directory Equality, Diversity, and Inclusion (EDI) form – used to design actions to make Ignite more inclusive and accessible.

Information Collected

Member Directory form (information provided to be made public on Ignite website Member Directory):

• Name

• Pronouns (optional)

• Website (optional)

• Email address

• Social media links (optional)

• Biography

• Creative sector

• Photograph or picture which represents you

Ignite Friends’ newsletter sign up:

• Email address

• Name (optional)

• Postcode (optional)

Feedback form:

• Name

• Email address

Eventbrite:

• Name

• Email address

Surveys & other engagement – this will be specified within the survey documentation.

EDI form (all fields optional, information will be anonymous):

• Ward

• Gender

• Sexual orientation

• Ethnicity

• Age

• Disability, neurodiversity, or long-term mental or physical health condition.

When you visit our website, we may collect information about your computer. This includes your IP address (a set of numbers that identifies each computer or other network device using the internet), information about your visit and how you used the website (such as how you landed on our website, the individual pages you visited, the order in which you visited the pages, how long you were on each page, and if you used the search function). You can read more about this in our Cookie Policy.

The basis for the processing

We do this on the basis of consent when you complete a form or survey.

Who we will share your information with

Information listed above will be shared and used for the above-listed purposes by the Chelmsford City Council Culture Team and Chelmsford City Council Marketing Team. Data submitted via the Ignite website will also be held by Polar, the company which administrates the Ignite Chelmsford website.

We will never sell your data. However, we may share some of your personal information with third parties to:

• Help prevent fraud. We may share your information with credit reference agencies and other companies for use in credit decisions. Credit agencies may record these searches, but that will not affect your credit standing.

• Pursue people or companies who owe us money. We may share your information with debt collection agencies.

• Help business partners, suppliers, and sub-contractors to deliver any contract we enter with them or you.

• Help us if we need additional professional or legal advice on a matter relating to you.

• To improve and optimize the performance of our websites and social media accounts. Analytics and search engine providers that we use can collect your data when you interact with us online. However, they will aggregate and anonymize the information, meaning we can’t identify any individual personally.

• Work out if a grant we have spent was successful in achieving its aims. This could be funding from a Government or a grant from a local, regional, or national organization such as Sport England and National/Heritage Lottery Fund. However, they will aggregate and anonymize the information, meaning we can’t identify any individual personally.

Providing accurate information

We need to hold accurate and up-to-date information about you so that we can deliver appropriate services. If any of your details change, you need to tell us as soon as possible so that we can update your records.

We will not:

• Use your information for marketing or sales purposes without your prior explicit consent.

• Send or store your data abroad unless it meets the requirements of the Data Protection regulations.

• Make decisions about you based on automated processing.

How long we hold your data

We will hold your contact data relating to mailing lists and the Member Directory until such point as you request to leave these. EDI data is anonymized and will be kept for up to 10 years.

Your rights

You have the right to access the personal information we hold about you. Any access requests are free of charge.

If the information we hold about you is inaccurate, you have the right to have this corrected and the right to request completion of incomplete data.

You have the right to ask us to erase your personal data in certain circumstances (‘right to be forgotten’).

You have the right to ask us to stop or restrict the processing of your personal data in certain circumstances. Where possible, we will seek to comply with your request, but we may need to hold or process information to comply with a legal requirement.

You can make any of these requests by:

• Emailing ku.vog.drofsmlehc@ri

• Or sending a letter to:

Digital Services

Chelmsford City Council
Civic Centre
Duke Street
Chelmsford
CM1 1JE

Email: ku.vog.drofsmlehc@ri

Tel: 01245 606606

If you are dissatisfied with how we have used your personal information, you can complain to the Information Commissioner’s Office at ku.gro.oci@krowesac.

Identity of Data Protection Officer

Our designated Data Protection Officer is John Breen.

You can contact them by emailing ku.vog.drofsmlehc@ri.

Contact details

Chelmsford City Council
Civic Centre
Duke Street
Chelmsford
CM1 1JE

Email: ku.vog.drofsmlehc@ri

Tel: 01245 606606