Community Cycling Service privacy notice

Who will own my data once I submit it?

Knowsley Metropolitan Borough Council (KMBC).

Why do you need my information?

KMBC has responsibility for improving the health of the local population under the Health and Social Care Act 2012 which requires them to commission services to deliver on a number of statutory duties and recommended services for adults and young people.

KMBC has a contract with Wheels for All to provide the Community Cycling Service.

For the purposes of data protection legislation, KMBC and Wheels for All are both independent Data Controllers and are separately responsible to you under the law for the processing of your information.

KMBC and Wheels for All are both committed to ensuring that your information is handled in accordance with the principles set out in data protection legislation and guidance from the Information Commissioner’s Office (ICO).

What Personal Information do we collect?

In order to effectively deliver the Community Cycling Service and ensure best outcomes for service users are met, the Council will receive anonymised statistical information from Wheels for All. We ask that you:

Provide accurate information
Provide updates as soon as possible about any changes
Provide notification as soon as possible if you notice any mistakes in the information held about you.

What Personal Information do Wheels for All collect?

Wheels for All may collect all, or some, of the following information from you:

Name
Date of birth
Post code
Gender
Ethnicity
Email
Emergency contact
Telephone contact
Photo consent
Disability status
Organisation (if applicable)
Confirmation you are medically fit to take part in the bike rides
Helmet consent
Marketing preferences and consent to hold information.

Wheels for All will not share data with any other party and/or unless specific permission is sought.

Wheels for All will only ask for the information that is necessary for the service that is being provided to you. Whilst we do not anticipate that personal information will be shared between Wheels for All and KMBC, if personal data is shared KMBC will process it in line with the lawful bases referred to below.

What allows you to use my information?

KMBC’s Public Health Service has responsibility for improving the health of the local population under the Health and Social Care Act 2012 which requires them to commission services to deliver on a number of statutory duties and recommendations.

The conditions used to process the personal data under the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018 vary depending on purpose of the data shared.

The relevant lawful bases for KMBC’s processing of any personal data and special category personal data that may be shared between the partners are as follows:

Article 6(1)(e) Public task.
Article 9(2)(g), Substantial public interest.

The relevant lawful conditions under the Data Protection Act 2018 are as follows:

Sch 1, P2 (6), Statutory and government purposes.
Sch 1, P1 (2), Health and social care.

The legislation underpinning this processing is: Health and Social Care Act 2012 (Regulated Activities) Regulations 2014.

For more information as to the lawful basis for Wheels for All and their processing please see their privacy notice.

Who will my information be shared with?

Wheels for All will provide KMBC with feedback on numbers of referrals and individuals’ who take part in the Community Cycling Service. This feedback will be anonymised

Do I have to provide this information and what will happen if I don’t?

KMBC has a statutory duty to commission public health services.

Engaging with the Community Cycling Service provided by Wheels for All is voluntary. However, failure to provide the required information may result in Wheels for All being unable to accept and process your application to take part in the Community Cycling Service.

How long will you keep this data for and why?

The Council will receive anonymised statistical information from Wheels for All. There will be no Identifiable Data shared between Wheels for All and KMBC.

Personal data will be retained only for as long as is necessary to fulfil the purposes for which it was collected, in line with Wheels for All’s Data Protection Policy and relevant privacy notices.

Wheels For All will retain data as follows:

Electronic records – Retained within the secure booking system for up to two (2) years following the individual’s last contact or involvement in the programme, unless a longer period is required by law (e.g. safeguarding, financial, or health and safety obligations). After this period, records will be securely deleted from the system.
Paper records – Where used, retained securely on site for up to two (2) years, after which they will either be uploaded to the secure electronic system (if required) or destroyed by cross-cut shredding.
Exceptions – Any statutory or regulatory requirements to retain specific data for longer will take precedence, and retention will follow those obligations.

How will my information be stored?

Electronic data is collected and stored within the secure third-party booking system. Data is not routinely transferred outside this system. Where information must be shared with the Authority or other authorised parties, it will be transmitted using secure methods such as encrypted email or secure file transfer.

Paper records, where used, are not transmitted between sites. They are uploaded into the secure in-house database and retained locally until securely destroyed in line with retention schedules.

Will this information be used to take automated decisions about me?

Will my data be transferred abroad and why?

What rights do I have when it comes to my data?

Under the Data Protection Act (DPA) 2018/ UK General Data Protection Regulation (UK GDPR), you have the following rights with regards to your personal data: -

The right to subject access – you have the right to see a copy of the personal data that the council holds about you and find out what it is used for.
The right to rectification – you have the right to ask the council to correct or remove any inaccurate data that we hold about you.
The right to erasure (right to be forgotten) you have the right to ask the council to remove data that we hold about you.
The right to restriction – you have the right to ask for your information to be restricted (locked down) on council systems.
The right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
The right to object – you have the right to ask the council to stop using your personal data or to stop sending you marketing information, or complain about how your data is used.
The right to prevent automated decision making – you have the right to ask the council to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable)

To find out more about your rights under the DPA 2018/UK GDPR, please visit the Information Commissioner’s website.

You can request a copy of your data or ask questions about how it is used by visiting our website here.

By email to: Inforights@knowsley.gov.uk

Or in writing to:

Data Protection Officer
Knowsley Council
Westmorland Road
Huyton
L36 6GA

Who can I complain to if I am unhappy about how my data is used?

You can complain directly to the Council’s Data Protection Team by writing to: -

Data Protection Officer
Knowsley Council
Westmorland Road
Huyton
L36 6GA

Or email: data.protection.officer@knowsley.gov.uk

You also have the right to complain to the Information Commissioner’s Office using the following details: -

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

Telephone: 08456 30 60 60 or 01625 54 57 45

Website: www.ico.org.uk

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