Portsmouth City Council ("the Council", "we", "us") is the data controller for the personal information described in this notice. We are registered with the Information Commissioner's Office (Registration Number Z5578313).
This privacy notice explains how Portsmouth City Council collects, uses, shares, stores and protects personal information relating to community centre, youth and play services.
Who we are and how to contact us
Data Controller: Portsmouth City Council (Registration Number Z5578313)
Address: Civic Offices, Portsmouth, PO1 2AL
Data Protection Officer Email: DataProtection@portsmouthcc.gov.uk
Telephone: 023 9282 2251
If you have questions about this notice or want to exercise your data protection rights, contact the Data Protection Officer using the details above.
Who this notice applies to
This notice applies to people who:
- Hire or book community centre facilities
- Use community youth and play services
- Make enquiries about community centre activities and facilities
- Book facilities on behalf of a business, charity, organisation or community group
This notice applies to Charles Dickens Activity Centre, Somerstown Community Centre, Cosham Community Centre, Paulsgrove Community Centre and John Pounds Centre. It also applies to bookings processed on behalf of Portsmouth City Council's play and youth sites.
The personal information we collect
Depending on the service being provided, we may collect:
- Identity and contact details, including name, address, telephone number and email address
- Organisation, business or charity details, including registration numbers where applicable
- Financial information required to process payments and invoices
- Information required under our terms and conditions of hire, including insurance details, qualifications and affiliations to registered bodies
- Images and video, including CCTV recordings where available
- Communications with us, including emails, forms and telephone calls
Where safeguarding requirements apply, we may require sight of a current DBS certificate. We do not take or retain copies of DBS certificates.
Where we get your information from
We obtain information:
- Directly from you through booking forms, emails, telephone calls and enquiries
- From organisations making bookings on behalf of individuals
- From other Council services where relevant and lawful
How we use your information and our lawful bases
We use personal information to:
- Deliver community centre, youth and play services
- Facilitate activities in the community
- Manage bookings and hire arrangements
- Ensure we can contact you when necessary
- Create an account for you within Portsmouth City Council's payment system
- Process payments and invoices
- Verify compliance with our terms and conditions of hire
- Meet safeguarding responsibilities where applicable
- Prevent and detect crime, fraud and other unlawful activity
Lawful bases under UK GDPR
Most processing carried out for community centre, youth and play services is undertaken under the lawful bases of:
- Public task
- Legal obligation
- Contract
Where consent is relied upon, this will be made clear when information is collected.
Who we share your information with
We may share your information:
- Within Portsmouth City Council where necessary to provide services
- With organisations that provide services on our behalf
- With emergency services, safeguarding partners, law enforcement agencies and other public authorities where we are required or permitted to do so by law
Information may be shared in emergency situations where there are safeguarding concerns or a risk to life, or for the purposes of preventing or detecting crime, fraud, or apprehending and prosecuting offenders.
We do not share personal information for third-party marketing purposes.
CCTV
Some community centre sites operate CCTV systems.
CCTV images that are stored and catalogued may be accessed through a Subject Access Request. Portsmouth City Council may not record CCTV at all locations displaying CCTV signage, and not all cameras will be operational at all times.
Access to CCTV footage may be restricted where images contain other identifiable individuals or where disclosure would prejudice the prevention or detection of crime or where another legal exemption applies.
Sites are unable to download copies of CCTV footage or show CCTV recordings directly to customers.
How long we keep your information
Personal information is only kept for as long as necessary for the purposes for which it was collected and in accordance with the Council's corporate retention schedule.
Records relating to bookings and community centre hire arrangements will not be kept longer than necessary. Booking forms are reviewed annually. Once you cease being a customer and all outstanding invoices have been settled, personal information will be disposed of in accordance with the Council's retention requirements.
Further information can be found in the Council's corporate retention schedule.
How we keep your information secure
Technical and organisational measures are used to protect personal information, including:
- Access controls and permissions
- Staff training and awareness
- Secure storage and IT systems
- Regular monitoring and validation processes
- Contractual controls with suppliers and service providers that process information on our behalf
Any organisation processing personal information on behalf of Portsmouth City Council is required to do so securely and only for the purposes authorised by the Council.
Your data protection rights
Under data protection law, you may have the right to:
- Access your personal information (Subject Access Request)
- Request correction of inaccurate information
- Request erasure in limited circumstances
- Request restriction of processing
- Object to processing in certain circumstances
- Request data portability in limited circumstances
- Exercise rights relating to automated decision-making and profiling
Right to object
You have the right to object to processing carried out under public task or legitimate interests in certain circumstances. Requests can be made by contacting the Data Protection Officer.
How to exercise your rights
You have the right to know whether Portsmouth City Council holds personal information about you.
Requests can be made by contacting the Data Protection Officer or by visiting the Council's Freedom of Information and Subject Access Request pages.
You will usually be entitled to access your personal information, although access may be restricted where information relates to other individuals or where a legal exemption applies.
Complaints
If you are unhappy with how your personal information has been used, please contact the Data Protection Officer in the first instance.
If you remain dissatisfied, you may complain to:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Links to other websites
The Council's website may contain links to other websites. This privacy notice does not cover those websites. Please read the privacy notices published on any external sites you visit.
Changes to this privacy notice
This privacy notice was last reviewed on 1 April 2025.