Cultural Economy Department Events section - privacy notice

Personal information being processed and what for

We ask for your personal data so we can process your application to use or hire Land owned or managed by Cheshire East Council.

The personal data we ask for includes names, addresses, email addresses, contact phone numbers, business  and company names. This specific request for personal data is focused on Public Events and Activities.

Event Organisers will need to collect information associated with specific events and activities from your stakeholders including contractors, operators, third parties involved with delivering services for using or accessing Council land.

Why we are allowed to use your information

We are allowed to use your information under Article 6.1 (e) – public task. The processing is necessary for us to carry out our official public function for example the safety of people attending events in Cheshire East.

We are allowed to use your information under article 6.1(b) because it is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract.

The Limitation Act 1980 and RGLA 2.15

Who we will share your information with

We will share your data with council departments involved in agreeing the use of Council land and the safety of people attending the event. For example: Cheshire East Council Licensing Team, Property Services, Public Health, Environmental Health, Trading Standards, Cheshire East Highways 

We will share your data with partner agencies involved in ensuring the safety of people involved in holding or attending the event, for example Members of Event Safety Advisory Group: Cheshire Police, Cheshire Fire and Rescue Service and North West Ambulance service. 

We may share your information with Adjoining Local Authorities when events may cross over borders or applicants host events or activities that may affect public safety to residents.

We share organisers details with “Creative England” this is part of the British Filming industry.

We share your information to check details of your insurance, licenses, safety certificates or membership of profession organisations.

Where we get your information from

We get your personal data from your application form or previous applications if applicable. We will cross reference your information with insurance companies and membership of professional organisations.

How long we will keep your personal information

We will hold your personal data for up to 6 years after the administrative use has concluded.

If the Council is informed of an incident or personal injury at an event, the information may be retained for a longer period. This period will be determined under the Limitation Act 1980 depending on the circumstances of the liability.

How your information will be stored

We store your information on council servers, on Event Safety Advisory Group password-controlled registration pages, on electronic filming application forms. It can only be accessed by those with a legitimate business need.

What happens if you don’t provide us with your information

If your information is not provided, we will not be able to grant access and agreement for the event to go ahead or for a third-party to occupy land owned or managed by Cheshire East Council.

Will your information be used to make automated decisions

We do not use your information to make automated decisions.

Your rights

You have a number of rights regarding your personal data, including withdrawing your consent where we have asked for it. You can also ask for a copy of the information we hold about you and ask us to correct anything that is wrong.  For detailed information about your rights please see our corporate privacy notice at Cheshire East Council.

Page last reviewed: 25 July 2022