Privacy notice for Sensory and Physical Team Event Data Collection:
Devon County Council 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 Sensory and Physical Team.
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 17/12/2025. 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.
The legal basis for us collecting your personal data
We collect and use your information under the following lawful basis:
Explicit Consent – for example, when we ask for your permission to send you information about relevant services/newsletters.
Your consent can be withdrawn at any time, please contact our Data Protection Officer.
How we will use your personal data
The Sensory and Physical Team need to collect personal data so that we can;
• Ensure that your child or young person is kept safe whilst under our supervision
• To contact you, the child or young person’s parent/carer
• To get the child or young person medical help if required
• To assist in the risk assessment process for the event
• To contact you to inform you about events or activities
• To ensure that we accommodate any additional needs your child or young person may have to the best of our ability
Information that we collect from you will be obtained via completion of a consent form.
For more details about the council’s security arrangements please visit https://www.devon.gov.uk/security/.
What information do we collect
We may collect and store records about you and your child or young person which may include:
• Your name
• Your address
• The name of your child or young person
• Date of birth of your child or young person
• School your child or young person attends
• Your child or young person’s General Practitioner (GP) details
• Additional needs (including medical) and disabilities that your child or young person has
• Your phone number
• Your email address
• Sensory and Physical events attended.
Why we collect and use your personal data
Data is used to keep in contact, to ensure your child or young person’s safety and to make sure that the right support is provided. We will only collect personal data where it is necessary.
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. Information that is collected for any of the purposes listed on this privacy notice will be held for 12 months.
How long will we retain your data?
We will retain your personal data for only as long as is necessary, and in line with our organisation’s record retention schedules.
Recipients or categories of recipients that we may share your personal data with
When processing your personal data, it may be necessary for us to share personal data with third-party organisations who support us to organise events. Such as;
• WhizzKidz
• Devon Music Hub
This is because these partner organisations may provide us with support services (such as First Aiders) who need to access this information.
If we feel that it is necessary to share your personal data with professionals to ensure you or someone you work with is safeguarded from harm, we rely upon the provisions of the Safeguarding Vulnerable Groups Act 2006 and Children Act 1989 & 2004. Where it is necessary to share medical or social care information for these purposes, we rely upon article 9(2)(h) of the General Data Protection Regulation (information necessary for medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems).
We may also need to share some personal data about you, so that we can support third party organisations to discharge their regulatory requirements. This includes organisations such as;
• The data protection regulator (the Information Commissioner’s Office)
• The Care Quality Commission
• Additional bodies if relevant
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.
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.
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 Devon County Council 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