Leisure Pass Privacy Notice

1 Council Contact Details

1.1 North Northants Council
Registered Office:
Sheerness House
41 Meadow Road
NN16 8TL

Tel: 0300 126 3000

Website: www.northnorthants.gov.uk

2 Information that we hold

2.1 We collect the following categories of information to consider your application for a Leisure Pass:

  • Date of Birth
  • Photographic Image (used on Leisure Pass only, not retained)
  • Contact details – telephone / email address
  • Proof of Address (noted only and not retained)
  • Proof of eligibility eg. benefits, disability or Armed Forces
  • Proof of Age (if over 60 – noted only and not retained)
  • Proof of Identity (noted only and not retained)

3 How the information is obtained

3.1 Why we collect information about you

We are collecting the minimum amount of information about you to assess your application for a Leisure Pass. The Leisure Pass is free to join and provides reductions to services across the council.

3.2 What is the basis for us to process your data?

The provision of your information and your contact information form a contract between you and the council.

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

4 What we do with the information

4.1 We will use the information you provide to assess whether you are eligible for a Leisure Pass. A photographic image of you will only be required should your application be approved. We will only require sight of proof of eligibility, we will not retain copies of your documents. A copy of your application, pass, your image and supporting documents will be held on our records.

We may use your information to contact you in relation to any matter arising from your Leisure Pass application.

4.2 Who we will share your information with

Only relevant staff within North Northamptonshire Council will have access to your Leisure Pass application details. This will include our Community Services Team and our Customer Services Team who deal with your application and the issue of your Leisure Pass.

5 How long we keep your information for and how we securely dispose of it after use

5.1 We will only keep your information for the minimum period necessary and in line with our Corporate Retention Schedule.

The data you supply will only be retained for the period your Leisure Pass is valid. This could be for either 1 year or 5 years, depending on your eligibility criteria.

5.2 All information will be held securely and will be securely destroyed when no longer needed.

6 How we store your information

6.1 Your information is securely stored on the council’s systems.

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by us and how we can use it. Please see section 15 of the council’s Corporate Privacy Notice for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

7.3 The right to withdraw consent (if applicable). You can ask that we no longer use your details for this [processing/groups of processing]. If you wish to exercise this right, please contact the Data Protection Officer detailed in section 8.1 below.

8 Who to contact

8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number:0303 123 1113

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 21 March 2023