Open Portal Prize Draw - Privacy Notice
Who the Council is and what the Council does
The West Oxfordshire District Council is a data controller under the Data Protection Legislation as the Council collects and processes personal information about you in order to provide services and meet their statutory and regulatory obligations.
The council is increasingly making use of self service technology to improve resident engagement. It ensures services are safe, accessible and efficient through modern user-friendly technology.
You can access the secure area to manage your OPEN Portal online account relating to Council Tax, by signing up to receive your bills and notifications online, view and print current and previous bills and notifications, view your current balance and payments, apply for a discount, exemption or reduction and inform us of a change of circumstances.
As a thank you for signing up to Open Portal (old and new registered users) we would like to enter you into our prize draw where a lucky person will be selected at random in both August and September to win an Amazon Fire HD tablet.
Any questions regarding our privacy practices should be sent to:
Data Protection Officer (DPO)
West Oxfordshire District Council
Council Offices, Witney, OX28 1NB
Tel: 01993 861194
Why the Council needs your information and how the Council uses it
To obtain participants details to establish a winner for Open Portal Prize draw competition.
What is the legal process for collecting and processing this data
Submission of an entry requires acceptance of the terms and conditions of the prize draw competition which include consent for the information to be used for the purposes of establishing a winning entry.
In accordance with Article 6 Lawfulness of Processing (Section 1, (a))
The data subject has given consent to the processing of their personal data for one or more specific purposes.
You can withdraw your Consent at any time by contacting us a Contact Us
What type of information is collected from you
Personal details, which may include:
- Other contact details – email address and telephone number
- Age 16 or over indicator
- For under 16:
- Your parent’s name(s) and address
- Your parent’s contact details
- Your parent’s consent
Where we get it from
The competition participants themselves or, if they are aged 15 years or under, the appropriate parent / guardian providing consent on their behalf.
Who your information may be shared with (internally and externally)
Information may be shared within the council where necessary and with local press and social media platforms for the announcement of a winning entry in accordance with the associated terms and conditions of entry to the prize draw competition.
For under 16, further parental permissions to use your name in the local press and on our social media platforms will be sought from the winner’s parents as necessary.
How long the Council keeps your information (retention period)
We will only retain your personal information for as long as we are required to do so by law and the purpose, we collected it for. The retention period is either dictated by law or by our discretion. Once your data is no longer needed it will be securely and confidentially destroyed.
Details will be retained for a period of 3 months following announcement of winning entry and all personal data will then be disposed of in a secure manner.
How the Council protects your Information
Your data is stored securely on our systems and accessed only by authorised officers using their own username and password created in line with pre-defined user credentials. Personal data is also held in electronic files on the council’s network drives. These are only accessible through personal logon credentials and access privileges to specific drives. Access to our council sites require a personal electronic pass to access staff only areas. 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 have 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.
You have the following 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 have made a mistake whilst processing your data and the Council will self-report breaches to the Commissioner.
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.
In certain circumstances access to your records may be limited, for example, if the records you have asked for contain information relating to another person.
The accuracy of your information is important to us to be able to provide relevant services more quickly. The Council is 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 the Council holds is inaccurate or out of date, please email us or write to us at:
Revenues and Benefits Service
West Oxfordshire District Council
Witney, OX28 1NB
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 in this privacy notice, please contact the Data Protection Officer at email@example.com
You can also complain to the Information Commissioner: https://ico.org.uk
The Council reserve the right to update this privacy notice from time to time by publishing a new version on our the website