Marketing and media

1. The purpose for which we use your personal data

The Marketing & Media team use personal data for a wide range of purposes which might not be immediately obvious from our name:

• Helping you access Council services
  We use personal data when you make enquiries and ask us for help to access other Council services. We provide this service in a number of ways:
  • By telephone, to our Contact Centre
  • By email
  • Through our websites
  • Via social media channels
  • Council e-newsletters
  • When you visit our Hwb, Customer Service Centres, Tourism Information Centres and reception desks
  • We also collect personal data from you to create a personal account so that you can manage some Council Services with My Account
• Helping you to find services and support to develop skills and find job opportunities via the Hwb
• Helping promote your services and facilities to tourists visiting Carmarthenshire
• Filming and photography to promote the County of Carmarthenshire and Council services

The lawful basis for the processing of your information is to exercise our subsidiary powers under Section 111 of the Local Government Act.

When you want us to do this, we also send you:

• Email newsletters to you to support Tourism businesses
• SMS text updates

We communicate with you in this way based on your consent and you can withdraw this at any time.

2. What type of information do we use?

We collect the following types of personal data about you to help you access Council services:

• Name
• Address
• and address history
• Date of birth
• Gender
• Unique reference number
• Telephone number
• Email address
• Your family composition
• Your social circumstances
• Images/photographs
• Your financial circumstances
• Proof of Identification and National Insurance Number
• Information about your health where it is relevant to your enquiry 

To provide you with help in finding a job we ask you for the following information: 

• Name
• Address
• Date of birth
• Gender
• Unique reference number
• Telephone number
• Email address
• Your family composition
• Your social circumstances
• Your financial circumstances
• Employment and education details
• Images/photographs 

We also need to know if you have any health issues, which would affect your employment options and to enable prospective employers to make reasonable adjustments for you.

The Welsh Government also requires us to collect some information about your racial or ethnic origin for equal opportunities monitoring, but this is not shared with any other organisation. 

We will ask you if you have a criminal conviction if you are looking for employment in certain occupations, but only where this is relevant. We don’t record details of the conviction, only whether you have one.

We collect the following types of personal data about your service to help promote your business to tourists:  

• Name
• Address
• Email
• Images/photographs
• Information about your accommodation, attraction and/or event

3. Do we use information received from other sources?

To deliver this service, we only collect personal data directly from you and do not obtain information about you from any other source.

4. Transferring your information abroad

We use Microsoft Office 365 to process our electronic documents under the terms of a strict agreement, which safeguards your information. This personal data is hosted on servers outside the UK, but only in EU countries which are subject to the General Data Protection Regulation.

Other than images contained in publications and digital formats, your information will not be transferred outside the United Kingdom.

5. Who has access to your information?

We share your information with recipients below, depending on your circumstances. The minimum amount of personal data required is provided and only where it is necessary to do so.

• The relevant services within the Council that you contact us about
• External organisations providing support and wellbeing
• Training providers
• Local authority partners
• Contracted service providers

There are also other specific situations where we may be required to disclose information about you, such as:

• Where the Council is required to provide the information by law
• Where disclosing the information is required to prevent or detect a crime
• Where disclosure is in the vital interests of the person concerned

6. How long we will keep your information

We will keep your information while you are an active customer and for 2 years after your last contact with us, in accordance with the Council’s Retention Guidelines.

7. Your Data Protection rights

You have the right to:

• Obtain access to the personal data that Carmarthenshire Council is processing about you
• Have any inaccurate or incomplete information rectified (corrected)
• Withdraw your consent to processing, where this is the only basis for the processing
• Make a complaint to the Information Commissioner’s Office (ICO), the independent body in the UK which protects information rights

In some circumstances, you may have the right to:

• Object to the processing of your personal information
• The erasure of your personal data
• Restrict the processing of your personal information
• Data portability

8. Contact details

For more information regarding this privacy notice and your rights, please contact:

Data Protection Officer
Carmarthenshire County Council
County Hall
Carmarthen
SA31 1JP

Email: dataprotection@carmarthenshire.gov.uk

Contact details for the Information Commissioner’s Office along with further guidance on Data Protection legislation can be found on the ICO website .