Privacy notice

www.bristoltemplequarter.com

In relation to personal data collected through this www.BristolTempleQuarter.com website (the “Website”), Bristol Temple Quarter LLP (“BTQ”, “we”, “us” and “our”) decides what personal data to collect about you and for what purposes it is used. Under the UK General Data Protection Regulation (“UK GDPR”) as defined in and supplemented by the Data Protection Act 2018 (“DPA”), BTQ is the responsible ‘controller’ for that personal data. The purpose of this privacy notice is to tell you about how we collect and use personal data through this Website, in relation to its operation, dealing with queries or requests from you and/or for any other reasons details are collected as explained on this Website and any other connected privacy notices. We may update this privacy notice from time to time. When we do this, we will publish the revised privacy notice on our website and any material changes will be brought to your attention to the extent reasonably practicable to do so. This privacy notice may be supplemented by separate, additional privacy notices from time to time depending on our relationship with you.

Our main address is 70 Redcliff Street, Redcliffe, Bristol, BS1 6AL and our contact details can be found on the Website.

What data we need to collect and use?

To operate the Website, deal with queries you raise and respond to your requests, we will collect and use some or all of the personal information below:

Name
Email address
Company name
Job title (linked to company name)
Video, photography and/or audio (when permission is given)
Information that you share with us when you use the contact page of the Website or through our surveys – which may include photography, audio and/or video of you or about others but provided by you.

We get most of this information from you and from what we learn about you through your use of our services, but we may also get some information about you from:

Online identifiers obtained through your use of our Website e.g., cookies, IP addresses, tracking tools (to the extent we use them from time to time, as explained in this privacy notice and/our cookies policy),
Signing up to our mailing list,
Use of the contact form to get in touch.

How do we use your personal information?

The reasons we use your personal data will depend on your relationship with us e.g., Website visitor, a person interested in news about the Temple Quarter regeneration project, or a member of the public raising enquiries. We use this information for one or more of the following reasons:

We will use this information for:

Making sure that you can see the Website and the pages of it and content you request on your device.
Communicating with you and responding to queries you raise or to requests you make.
Managing complaints and enquiries form you or about you.
Complying with our legal obligations and related regulatory requirements and guidance.
Protecting our people, assets and activities and exercising our rights.
Where legally required, by post for best practice reasons, or where requested by you electronically:
- Consulting you, or engaging with you, on different aspects of the regeneration of the Bristol Temple Quarter area (the “Project”), such as through online surveys on our Website [for more information, please see the final page of this privacy notice].
- Providing you (as a local citizen and stakeholder) with information about the Project; and/or
- Communicating important operational updates about the Project.
- This includes sending information about the Project to you through the Bristol Temple Quarter newsletter, hosted on Email Blaster, if you have signed up to receive email updates.
In relation to suppliers who are sole traders or partnerships, or individual contacts at other suppliers, performing and entering into contracts with suppliers.
We may anonymise personal data that we receive from you, such as from surveys you complete.

Surveys

From time to time we will conduct surveys to establish information to assist us in gaining your direct thoughts and opinions on the Project and our public services.
Each survey will invite you to participate and by doing so will request your consent to participate. your information gathered at the time of the survey will be only used for the purpose of that survey and will not assume consent for any other purpose. Where consultant companies (3rd parties) are used by us to assist us to undertake a specific survey, they will be specified in the survey’s purpose statement.
Details of the purpose and scope of the Survey will be made clear for each survey we ask you to participate in. The details provided will enable you to decide whether or not you want to participate in the survey and to give your consent to do so.
Participation in our surveys will not impact or influence any communication preferences in the future and, unless otherwise stated, your participation will be anonymous.

Who else might we share your personal information with?

Sometimes we may need to share your information with third parties, but we will only do so where we have a valid legal basis to share data. We will only share the minimum information for each circumstance or will anonymise the details where possible. We may share some of your personal information with one or more of the following:

Data may be shared with all or any of Bristol City Council and the Project partners, Homes England, Network Rail and the West of England Combined Authority, in order to carry out the function of regenerating the Bristol Temple Quarter area, comply with our legal obligations, regulatory requirements and related guidance and to communicate openly and effectively about our activities.
Data, including photography, audio and video, may be shared with other organisations or individuals working with us on the Project in order to provide support and creative services and help with our function of public engagement and communication about the Temple Quarter area, and the creation of related materials, such as support with any survey

We may also use processors to support our activities, for example by providing systems we need or delivering services on our behalf. These processors currently include:

Granicus: Privacy Policy | Let’s Talk Granicus and Bang The Table (letstalkgranicusandbangthetable.com)
Participator: Privacy and cookie policy (participatr.co.uk)
Smart Survey: Privacy Policy – SmartSurvey
Email Blaster: Email Blaster Privacy Statement

Will my personal data be sent outside the UK?

No personal information is routinely sent or held outside the UK. Should the transfer of personal information outside the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the data.

What is the legal basis for our use of your personal information?

The information below shows the legal bases we are relying on to use your personal or special category (sensitive) personal information.

Personal information

Our legal basis for using your personal information are:

Article 6(a) of the UK GDPR – consent; this specifically refers to our monthly newsletter (where shared with you electronically) and, where consent is required to do so, for communicating with you about specific projects, and audio, video and photography use when a media release form has been signed. We also obtain your consent to undertake any surveys.
Article 6(b) of the UK GDPR – contracts; if the processing is necessary for the performance of a contract with the you, or to take steps at your request to enter into a contract.
Article 6(c) of the UK GDPR – legal obligation; where the processing is necessary for us to comply with a legal obligation to which we are subject;
Article 6(e) of the UK GDPR – public task; if the processing is necessary to perform a specific task set out in law in the public interest, or is necessary ‘in the exercise of official authority,’ and your public function or powers have a clear basis in law .
Article 6(f) of the UK GDPR – legitimate interests – the processing is necessary for the legitimate interests of BTQ or of a third party, unless your rights override those legitimate interests.

How long we will keep your personal information?

We will hold this information for as long as it is needed, or if we are required to do so by law. In practice this means that your personal information may be retained for the relevant period listed below.

The period of time that we will hold this data for will depend solely on its relevance to our responsibilities related to the Project, namely delivering and communicating about the regeneration of the Bristol Temple Quarter area. The data we hold will be regularly reviewed and, when it is no longer needed, it will be deleted or archived in accordance with UK GDPR. In particular, unless there is another reason for which we need to retain relevant details:

our newsletter list and stakeholder lists will be reviewed every three years. All those who do not re-consent will be deleted.
Personal data necessary for performing contracts will only be retained for the period of time necessary for those contracts and will not be used for any other purposes.
IP address data will be retained for 38 months.
Photography, videography and/or audio of you will be retained for three years, in line with the Media Release policy (and only if a Media Release form has been signed by you or a guardian)
Where we hold your data for communicating with you about specific projects, it will only be retained for the durations of those projects.
Surveys: Personal data collected during the survey will be deleted upon the completion of the survey analysis and will not be stored or used for any other purpose.

Your rights as a data subject

The law gives you a number of rights to control what and how personal information is used by us, including the right to access a copy of your personal information and withdraw your consent when we rely on your permission to use your personal data.

Full details about your rights can be found below:

Your right	What does it mean?	Limitations and conditions of your right
Right of access	Subject to certain conditions, you are entitled to have access to your personal data (this is more commonly known as submitting a “data subject access request”).	If possible, you should specify the type of information you would like to see to ensure that our disclosure is meeting your expectations. We must be able to verify your identity. Your request may not impact the rights and freedoms of other people, eg privacy and confidentiality rights of other individuals.
Right to data portability	Subject to certain conditions, you are entitled to receive the personal data which you have provided to us and which is processed by us by automated means, in a structured, commonly-used machine readable format.	If you exercise this right, you should specify the type of information you would like to receive (and where we should send it) where possible to ensure that our disclosure is meeting your expectations. This right only applies if the processing is based on your consent or on our contract with you and when the processing is carried out by automated means (ie not for paper records). It covers only the personal data that has been provided to us by you.
Rights in relation to inaccurate personal or incomplete data	You may challenge the accuracy or completeness of your personal data and have it corrected or completed, as applicable. You have a responsibility to help us to keep your personal information accurate and up to date. We encourage you to notify us of any changes regarding your personal data as soon as they occur, including changes to your contact details.	This right only applies to your own personal data. When exercising this right, please be as specific as possible.
Right to object to or restrict our data processing	Subject to certain conditions, you have the right to object to or ask us to restrict the processing of your personal data.	As stated above, this right applies where our processing of your personal data is necessary for our legitimate interests. You can also object to our processing of your personal data for direct marketing purposes.
Right to erasure	Subject to certain conditions, you are entitled to have your personal data erased (also known as the “right to be forgotten”), eg where your personal data is no longer needed for the purposes it was collected for, or where the relevant processing is unlawful.	We may not be in a position to erase your personal data, if for example, we need it to (i) comply with a legal obligation, or (ii) exercise or defend legal claims.
Right to withdrawal of consent	As stated above, where our processing of your personal data is based on your consent you have the right to withdraw your consent at any time.	If you withdraw your consent, this will only take effect for future processing.

You can exercise any of these rights, ask questions about how we use your personal data, or complain to us about our use of your personal data by contacting us: info@bristoltemplequarter.com or by writing to us at Bristol Temple Quarter LLP, 70 Redcliff Street, Bristol, BS1 6AL.

Please also use these contact details for us, to update or correct your personal data.

If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Website: https://ico.org.uk/