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Privacy Policy

Privacy Notice

This notice explains what personal data (information) we process about you for the purposes of the services previously provided by Vivacity on behalf of Peterborough City Council. This includes library services, leisure and cultural services. Processing means how we collect, use, share and hold. We are required to give you this information under data protection law.

In 2010, Vivacity begin to provide the services on behalf of the council under a contract. This meant that the Council needed to transfer data to Vivacity to allow them to deliver those services. In October 2020 the services and the data have transferred back to Peterborough City Council.

In order for the Council to re-open services and for customers to continue to use services, the data held by Vivacity has been securely transferred back to the Council. The Council decided that City College Peterborough (CCP) and Peterborough Ltd (PL) t/a Vivacity and or Vivacity Leisure - will deliver these services moving forwards. CCP and PL have strong connections with the Council; PL is the council’s trading company or LATCO and CCP are similarly arm’s length from the council.

You can find out more about how the Council, CCP and PL handles personal data, your rights and who to contact if you have any concerns in our corporate privacy notice at www.peterborough.gov.uk/council/council-data/corporate-privacy-notice. CCP provide information here www.citycollegepeterborough.ac.uk/privacypolicy and PL’s information can be found at https://www.aragondirect.co.uk/about-us/privacy-policy/.

 

What information do we mean and who holds it?

The below table shows the types of information as well as which services.

Service

Personal data

About whom?

Special category data

Who is providing this service?

Library

Yes - Name, address, age, contact details

Adults, children

Yes - Health (e.g. if specific support or access is needed)

CCP

Theatre

Yes - Name, address, age, contact details, financial details

Adults, children

Yes - Health (e.g. if specific support or access is needed)

CCP

Culture & Heritage Bookings

Yes - Name, address, age, contact details

Adults, children

Yes - Health such as medical, special educational needs, ethnicity, religious

CCP

Leisure Services

Yes - Name, address, age, contact details

Adults, children

Yes -  Health such as medical, special educational needs, ethnicity, religious

PL

Childcare at Leisure Services

Yes - Name, address, age, contact details

Adults, children

Yes - Health such as medical, special educational needs, ethnicity, religious

PL

Swim Academy

Yes - Name, address, age, contact details

Adults, children

Yes - Health such as medical, special educational needs, ethnicity, religious

PL

St George’s Hydrotherapy Pool

Yes - Name, address, age, contact details

Adults, children

Yes - Health such as medical, special educational needs, ethnicity, religious

PL

CCP: City Cultural Peterborough Ltd

PL: Peterborough Ltd

When you signed up to a service, the types of information collected would have been explained to you and the reasons why. These reasons will be the same now that the services have been transferred.

How your personal information will be used? And why?

Your personal information will be used to provide you with the services you have requested such as:

  • Libraries

Your information will be used to provide a library service to you, issuing you with a unique account and maintaining records of items that are issued to you and returned, using public access computers as well as in contacting you when required. Additionally, the information may be used to manage bookings at facilities. We process information under the Public Libraries and Museums Act 1964, which requires us to provide a comprehensive and efficient library service;

  • Theatres

if you create an account and book tickets to shows or events, then your personal and payment details will be used to maintain that account, receive payments and if you consent then you may receive marketing information about shows and events at the Key Theatre for example. This is done on the basis of you consenting to create an account and to fulfil any contract that purchasing events creates. You may also provide health information such as about a disability so that the service is aware of your needs;

  • Cultural and Heritage bookings such as Flag Fen and the Museum.

If you create an account or book an event then your personal and payment details will be used to maintain that account, receive payments and if you consent then you may receive marketing information about events. This is done on the basis of you consenting to create an account and to fulfil any contract that purchasing events creates. You may also provide health information such as about a disability so that the service is aware of your needs;

  • Leisure Services including gyms, sports centres, swimming pools.

If you create an account or book an event or course then your personal and payment details will be used to maintain that account, receive payments and if you consent then you may receive marketing information about events. This is done on the basis of you consenting to create an account and to fulfil any contract that a membership creates. You may also be asked to supply medical information for example to ensure that staff at the gym or swimming pool are aware of any conditions or support you need; and or,

  • St Georges Hydrotherapy Pool.

If you utilise the service then your data will be used to create a record, receive payments and ensure that the relevant service can be provided to you. This means that you will be asked to supply medical information for example to ensure that staff at the centre are aware of any conditions or support you need. You may also have consented to be on the mailing list and receive information from the pool.

If you have consented to marketing or other services then you may withdraw that consent at any point by contacting the relevant service.

 

Who your personal information may be shared with?

  • Information may be shared with Suffolk and Cambridgeshire library services so that you can access books or resources from their stock;
  • Information may also be shared with payment providers;
  • Third parties only with your consent; and or,
  • If a new provider is appointed then we will communicate this with and ensure that any transfer takes place in accordance data protection legislation.

We will share personal information with law enforcement or other authorities if required by applicable law.

 

How long your personal data will be kept?

Your personal information will be held securely on systems by CCP and PL in line with their retention policies.

Keeping your personal information secure

PCC, CCP and PL have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. The transfer of data from Vivacity  to

Access to your personal information is limited to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

PCC, CCP and PL have procedures in place to deal with any suspected data security breach. You will be notified and any applicable regulator of a suspected data security breach where we are legally required to do so.

 

Your rights

You can find out about how to exercise your rights via our corporate privacy notice, www.peterborough.gov.uk/council/council-data/corporate-privacy-notice.

Who to contact

If you have any concerns or wish to raise issue then please use the contacts contained in the corporate privacy notice, www.peterborough.gov.uk/council/council-data/corporate-privacy-notice.