Love Your High Street Loyalty Card Competition - Privacy Notice
Who the Council is and what the Council does
The Forest of Dean District Council is a data controller under the Data Protection Legislation: (UK General Data Protection Regulation, Data Protection Act 2018 and the Data Use and Access Act 2025).
Forest of Dean District Council is the Data Controller for the personal information collected through the Love Your High Street Loyalty Card Competition.
This notice explains what personal data (information) the Councils hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.
Any questions regarding our privacy practice should be sent to:
Data Protection Officer (DPO)
Forest of Dean District Council
Council Offices
Coleford GL16 8HG
Email: [email protected]
Tel: 01993 861194
Why we process your personal information
To administer the competition, we collect:
- Your name
- Your email address and/or telephone number
We ask for only the minimum information necessary to contact winners and administer the prize draw.
The Lawful basis for processing:
We process your personal information under Article 6(1)(e) UK GDPR, where processing is necessary for the performance of a task carried out in the public interest and in support of local economic development initiatives undertaken by the Council.
Where you choose to receive future marketing communications, this will be based on your consent under Article 6(1)(a) UK GDPR, which you may withdraw at any time.
Consent
If consent is required to use your personal data, you have the right to remove it at any time. To process your personal data, we will explain to you what we are asking you to agree to and why. If you want to remove your consent, please contact us on the following email address: [email protected] and we will deal with your request.
Who will have access to your information?
Your information will only be accessed by authorised Council staff involved in administering the competition.
If Town Councils or participating businesses act as collection points for completed loyalty cards, they will only handle the cards on behalf of Forest of Dean District Council and will not use your personal information for their own purposes.
We will not share your personal information with any other organisation unless required by law.
How long will we keep your information?
Competition entry information will be retained only for as long as necessary to administer the competition, award prizes and manage any related enquiries.
All personal information collected through the competition will normally be securely deleted or destroyed within three months of the prize draw closing date, unless there is a lawful reason to retain it for longer.
Your information will be disposed of in a controlled and secure manner in accordance with the Council’s destruction Policy.
How the Council protect your Information
All the information the Council collects is stored securely on our IT system and manual filing systems. The Council has strict procedures for the way this is done. Any and all information about you is treated as confidential and with respect. There are also clear rules and guidance about storing, recording and sharing information which staff receive training on.
The Council will not transfer your personal data outside the EU without your consent.
The Council has implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
The Council will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Your rights
You have rights under the Data Protection Legislations:
- to access your personal data
- to be provided with information about how your personal data is processed
- to have your personal data corrected
- to have your personal data erased in certain circumstances
- to object to or restrict how your personal data is processed
- to have your personal data transferred to yourself or to another business in certain circumstances
- to be told if the Council has made a mistake whilst processing your data and the Council will self-report breaches to the Information Commission.
How you can access, update or correct your information
The Data Protection law gives you the right to apply for a copy of information about yourself. This is called a ‘Subject Access Request'.
If you wish to see a copy of your records you should contact the Data Protection Officer. You are entitled to receive a copy of your records free of charge, within a month.
The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date, please email us or write to us at:
The Compliance and Information Governance
Forest of Dean District Council
Council Offices
Coleford GL16 8HG
Email: [email protected]
Further information
If you would like to know more about how the Council uses your information, or if for any reason you do not wish to have your information used in any of the ways described here, please tell us. Contact the Data Protection Officer at [email protected]
You can also complain to the Information Commission: https://ico.org.uk
The Council reserves the right to update this privacy notice from time to time by publishing a new version on our website.