The Roamer application is an ergonomic smart buildings mobile app used by Devon County Council (DCC) to enable its staff and stakeholders to book desks and meeting spaces within the newly refurbished office space at Lucombe House. More information about the Roamer application.

DCC is the responsible controller for any personal data that is input to the Roamer application. As such, we are registered with the Information Commissioner’s Office (ICO) on the Data Controllers Register. Our reference number is Z6475582.

This privacy notice concerns the processing of any personal data via the Roamer application.

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 DCC’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 21 October 2022. 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.

For any queries relating to this privacy notice please contact the Data Protection Officer.

What information are we processing?

When you use the Roamer application to book a desk or other resource, we may collect, store, or otherwise process information about you which may include:

your name
your email address
the date of your booking
the time and duration of your booking,
details regarding the resource you have booked (such as desk or meeting space)
the times you check in and check out when using a resource

Purpose of collecting or processing your personal data

We will only use the personal data that you supply via the Roamer Application to administer your booking for your chosen resource.

The legal basis for us collecting your personal data

DCC is a Local Authority whose functions are assigned in law by virtue of the Local Government Act 1972 (LGA). Section 111 of the LGA grants DCC a legal power to do anything which is calculated to facilitate or is conducive or incidental to, the discharge of any of our functions.

One of those functions is the management of our office space. The effective management of our office space is also necessary for compliance with our health and safety obligations under Section 2 of the Health and Safety at Work Act 1974.

As such, the Council relies upon Article 6(1)(e) of the UK General Data Protection Regulation as the lawful basis for processing personal data via the Roamer application.

Recipients or categories of recipients that we may share your personal data with

Details of any room bookings you make via the Roamer Application are shared with the Council’s IT infrastructure as part of synchronising bookings for meeting rooms.

Information relating to your booking is normally available only available to you or to power users who you ask to make the booking on your behalf.

Power users and admin users can see all bookings as controlled by security groups under DCC control.

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.

International transfers

No data that is processed by the Roamer application will be transferred outside of the United Kingdom.

How long will we hold your personal data?

Data regarding your booking will be stored within the Roamer application for up to 30 days, after which it will be deleted automatically.

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.

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

Devon County Council will not use any data that is inputted into the Roamer Application, to make automated decisions about individuals.