Devon County Council (DCC) is a data controller under Data Protection Legislation and our ICO registration number is Z6475582. This privacy notice concerns the processing of personal data that takes place by the Environment Group in connection with its free tree schemes.

This notice explains what information we collect, why we collect it and how we keep it secure. It also explains your rights and our legal obligation. Should you wish to find out more about Devon County Council’s data protection policies please contact our Data Protection Officer.

We will notify you of any changes to this privacy notice

This privacy notice was last updated on 25 November 2019. If we use your personal data for any new purposes, updates will be made to the policy information and changes communicated, where necessary, in accordance with current data protection legislation. Any queries relating to this privacy notice please contact the Data Protection Officer.

How we will use your personal data?

We may need to collect personal data so that we can operate free tree schemes, through which trees may be made available to individuals or organisations upon their request.

Information that we collect from you will be obtained through the Ash dieback in Devon website using a digital form or a linked email contact – nature@devon.gov.uk. The Council only uses IT systems for these purposes which are supplied under a contract and where the security has been assessed. For more details about the Council’s security arrangements please visit www.devon.gov.uk/security.

What information do we collect?

We may collect and store records about you which may include the:

name of individual (or representative of organisation/parish council/group)
name of organisation/parish council group (if relevant)
address (such as contact address and, if different, address for delivery of trees)
intended location for planting (which may include a location plan or photograph of the site)
contact email address/telephone number

Why we collect and use your personal data?

Your personal data is collected for purpose of the provision of free trees requested by you (including requests made on behalf of an organisation that you represent) or, alternatively, to provide information on other free or subsidised tree opportunities of a similar type. We will only collect personal data where it is necessary for this purpose.

To fulfil your request, it may be necessary for us to share all or part of your personal data with other bodies, who we have engaged to deliver this scheme or with whom we are working in partnership to deliver similar schemes. This may include the following bodies:

The Woodland Trust, which is the organisation that DCC is working in partnership with to offer free tree packs
Relevant tree nurseries that are contracted by DCC to fulfil requests for the provision of free trees
Devon Wildlife Trust, which is offering free trees through the saving Devon’s Treescape project supported by funding provided by DCC.

Personal data that is collected for any of the purposes outlined in this notice is never used for direct marketing purposes and is not sold on to any other third parties.

The legal basis for us collecting your personal data

Where we are collecting personal data about you for the provision of one of the services outlined in this privacy notice, we rely upon Article 6(1)(a) – consent.

We may also need to share some personal data about you so that we can support third-party organisations such as the data protection regulator (the Information Commissioner’s Office). If we are required to share personal data with the Information Commissioner’s Office, we will rely upon the lawful condition for processing which is outlined at Article 6(1)(e) of the General Data Protection Regulation – processing that is necessary for the performance of a public task, carried out in the public interest.

We may also share information to enable us to comply with court orders and other legal obligations. If this is necessary, we will only share the minimum amount of personal data needed for this purpose.

How long will we hold your personal data?

Devon County Council will retain your personal data for only as long as is necessary, and in line with our organisation’s record retention schedules.

Your data protection rights

Under Data Protection Legislation, you have the right to obtain a copy of their personal records held by us, this is called a subject access request (SAR).

Details of how to make a request can be found here

Further details on your rights under data protection legislation and how to exercise them, are available here.

International transfers

No personal data collected from you will be transferred outside of the European Union.

Complaints

If you have any comments, queries or complaints about this privacy notice or the processing of your personal data please contact our Data Protection Officer.

Alternatively, if you are not happy with the way that DCC is handling your personal data, you are entitled to appeal to the Information Commissioners Office (ICO). The Information Commissioners Office enforces and oversees the Data Protection Regulations.

Contact details are below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Email: casework@ico.org.uk

Automated decisions

The intended processing of your personal data will not make use of technology that will make decisions about any individuals by automated means.