Privacy Policy

Pembrokeshire Coast National Park Authority Privacy Notice – Keeping Your Information Safe

[Last updated: 22/11/24]

How we use your personal information
This privacy notice is to let you know how Pembrokeshire Coast National Park Authority will look after your personal information. This includes:

The information you tell us about yourself
Information we learn about you through having you as a customer or supplier, employee, volunteer, service user, supporter or when carrying out our regulatory duties as a public authority
The choices you give us about what marketing or information about the Authority you want us to provide to you.

This notice explains how we do this, and tells you about your privacy rights and how the law protects you. This notice may change from time to time, so please check our website occasionally to ensure that you are happy with any changes

Who we are
Pembrokeshire Coast National Park Authority was created as a freestanding special purpose local authority under the 1995 Environment Act (the Act).

You can find out more about us here.

If you have any questions, or want more details about how we use your personal information, you can contact our Data Protection Officer.

DPO@pembrokeshirecoast.org.uk

01646 624800

You can also write to us at:

Data Protection Officer
Pembrokeshire Coast National Park Authority
Llanion Park
Pembroke Dock
Pembrokeshire
SA72 6DY

Pembrokeshire Coast National Park Authority is registered as a Data Controller with the ICO (Information Commissioners Office). Registration number: Z6910336.

How the law protects you
Your privacy is protected by law and this section explains how that works.

We set out how we meet accountability measures in the law and how we keep your information safe in our Data Protection Policy.

Your rights
Under data protection regulations you have the following rights:

The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling.

The lawful basis of processing influences which rights are available to the individual.

Proper reasons (lawful basis) for using your personal data
Data Protection law says that we are allowed to use personal information only if we have a proper reason (lawful basis) to do so. This includes sharing personal information with others outside the Authority.

The law says we must have one or more of these reasons:

It is necessary for the performance of a task relating to the National Park Authority’s public and regulatory duties
To fulfil a contract we have with you, or
When it is our legal duty, or
When it is in our legitimate interest, or
When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information that is not related to our public and regulatory duties as a National Park Authority.

There are additional reasons (lawful basis) that the Authority must meet when processing special category data.

The data we collect
We may collect personal information about you or your business from these sources:

Data you give to us:

When you complete an application form, such as a job, volunteering, planning application form
When you apply for our services, such as book to attend an event
When you talk to us on the phone, email or send us a letter
When you use our website
In emails and letters
When you make a purchase or enter into a contract with us
When you sign up to become part of a network or group we facilitate
In insurance claims or other documents

Data we collect when you use our services:

Payment and transaction data.
Online profile and usage data. This includes the use of cookies when you access our website.
Usage and engagement data for services
Planning Application data
Case file notes from meetings

Data from third parties we work with:

Organisations that signpost you to us
Project partners
Insurers
Carmarthenshire Council – Payroll Services
Dyfed Pensions
Social networks
Fraud prevention agencies
Land agents
Public information sources such as Companies House
Agents working on our behalf
Medical practitioners* Occupational Health
Government and law enforcement agencies.

The information we collect from you and what it is used for

Employees and Job Applicants

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Processing job application	Fulfilling contracts Our legal obligations
Processing work experience/ student placement requests	Legitimate interest	People can take up work experience and student placements with the Authority
Fulfilling your employment contract	Fulfilling contracts Our legal obligations Legitimate interest	Effective HR and payroll administration within the Authority
Keeping in contact with you or your emergency contact	Fulfilling contracts Our legal obligations Legitimate interest Consent – Emergency contact	Keeping staff and emergency contacts informed
Health and Safety	Fulfilling contracts Our legal obligations
Making reasonable adjustments	Our public task Our legal obligations	Fulfil requirements under the Equality Act 2010
Equality monitoring data	Our public task Our legal obligations	Fulfil requirements under the Equality Act 2010

Members

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Keeping in contact with you and providing you with information to fulfil your role	Our public task Our legal obligations Legitimate interest	Effective governance of the Authority
Processing expenses payments	Our public task Our legal obligations Legitimate interest	Remuneration of Members

Volunteers

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Processing your volunteer application	Our public task Our legal obligations Legitimate interest	Working with volunteers to fulfil National Park purposes
Keeping in contact with you	Legitimate interest	Volunteers are kept up to date with opportunities
Tailoring volunteering experiences and making reasonable adjustments	Our public task Our legal obligations Legitimate interest Consent – in relation to health data	Increasing access to volunteering opportunities. Fulfil requirements under the Equality Act 2010
Health and Safety	Our legal obligations
Equality Monitoring	Our public task Our legal obligations	Fulfil requirements under the Equality Act 2010
Processing expenses payments	Legitimate interest	Processing volunteer expenses

Service Users, Customers and Partners – Planning

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Processing planning applications	Our public task Our legal obligations Legitimate interest	Fulfilling planning Authority duties
Keeping in contact and seeking feedback about the service we provide	Our public task Our legal obligations Legitimate interest	Managing ongoing relationships and improving services
Seeking comments for Planning Policy reasons, for example the Local Development Plan	Our public task Our legal obligations Legitimate interest	Public have opportunity to influence local planning policy. Fulfilling delivery agreement obligations
Investigating alleged breaches of planning control	Our public task Our legal obligations Legitimate interest	Fulfilling planning Authority duties
Recording of telephone conversations to customer services team for monitoring and training purposes. This applies to outgoing and/ or incoming calls. Call recordings will be turned off, when your credit or debit card details are given. Note: All recordings will be deleted after 30 days. This may be extended however in circumstances where the recording is necessary to support the investigation into incident or is required as evidence. A message explaining that the call may be recorded will be played at the start of all telephone calls we receive. If Officer is making outgoing call that is recorded they will make recipient aware at the start of the call.	Legitimate interest	Ensuring you receive a quality service from us; To investigate and resolve a complaint; Protecting our staff’s personal safety and welfare e.g. from abusive callers; Training Customer Services Staff.

Members of Networks or Groups we facilitate

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
For arranging meetings and sending out information relating to the work of the group	Our public task Our legal obligations Legitimate interest	Working with others to fulfil National Park Purposes
Processing expenses payments	Our legal obligations Legitimate interest	Remuneration of Access Forum Members

Service Users and Partners – Across Services

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Liaising with relevant contacts for rights of way and conservation management	Our public task Our legal obligations Legitimate interest	Fulfilling National Park purposes. Effective delivery of services.

Customers, Suppliers and Contractors

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Processing Payments – including getting in contact with you about it if needed	Fulfilling contracts Our legal obligations Legitimate interest	Effective processing of payments
Processing event bookings -including getting in contact with you about it if needed	Legitimate interest	Effective processing of booking for events that promote National Park purposes
Manage our relationship with you or your business	Legitimate interest Our legal obligations Legitimate interest	Effective supplier, customer and contractor relationships
Assessing tenders	Our legal obligations
To carry out our obligations arising from any contracts entered into by you and us	Fulfilling contracts
Information required for financial auditing requirements	Our legal obligations
Recording of telephone conversations to customer services team for monitoring and training purposes. This applies to outgoing and/ or incoming calls. Call recordings will be turned off, when your credit or debit card details are given. Note: All recordings will be deleted after 30 days. This may be extended however in circumstances where the recording is necessary to support the investigation into incident or is required as evidence. A message explaining that the call may be recorded will be played at the start of all telephone calls we receive. If Officer is making outgoing call that is recorded they will make recipient aware at the start of the call.	Legitimate interest	Ensuring you receive a quality service from us; To investigate and resolve a complaint; Protecting our staff’s personal safety and welfare e.g. from abusive callers; Training Customer Services Staff.

Rental and use of E-Bikes

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Keeping in contact and seeking feedback about the service we provide	Legitimate interest	Managing ongoing relationships and improving services
To carry out our obligations arising from the rental contract	Fulfilling contracts	Fulfilling Authority duties
Processing Payments – including getting in contact with you about it if needed	Fulfilling contracts Legal obligations Legitimate interest	Effective processing of payments
Processing queries, comments, feedback and complaints you submit	Legal obligations Legitimate interest	Fulfil the Authority’s National Park service standards

Engagement (including online) and Marketing

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Keeping in touch with information about events at our centres	Our public task Consent – when you sign up to a mailing list	Promoting special qualities of the Park
Manage opportunities at the Centres or in Coast to Coast for businesses and stall holders	Legitimate interest – Ongoing relationship Consent – new contact	Manage ongoing relationships effectively so people are aware of opportunities available
Dealing with entries to competitions	Legitimate interest	Enabling effective delivery of competitions
Analysing visits to our website	Consent – Third Party Cookies Note: First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data. For further information see our Cookie Policy.	Enable us to analyse and improve website experience
Photos Note: In some cases, photographs may be shared with third party software providers in order to design and create PR material.	Legitimate interest Consent	Enable us to publicise and engage people with the work the Authority does
To administer Authority’s newsletters	Consent – when you sign up to a mailing list

Supporters

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Processing your donation	Our legal obligations Legitimate interest	Fulfilling National Park purposes. Effective delivery of services.
Keeping in contact with you about opportunities to support the Authority	Consent

Governance and Accountability

What we use your personal information for	Our reasons	Our public tasks or legitimate interests
Processing queries, comments, feedback and complaints you submit	Public task Legal obligations Legitimate interest	Fulfil the Authority’s National Park Purposes, service standards and Freedom of Information, Environmental Regulation and Subject Access requirements.

CCTV Footage
We operate Closed Circuit Television (CCTV) throughout various locations within the Pembrokeshire Coast National Park Authority.

Our CCTV captures live visual images only (there is no audio captured by our CCTV) and any recordings are retained for a period of 30 days. This may be extended however in circumstances where the CCTV footage is necessary to support the investigation into incident or is required as evidence.

Please note clear signage is in place within PCNPA areas that are being monitored by CCTV.

Camera positions are reviewed annually to ensure that they remain proportionate to their purpose. Where the purpose can no longer be justified against the intrusion on personal privacy, they will be removed or switched off.

The Authority will monitor and respond to any concerns or complaints that it receives relating to the positioning of cameras and their field of vision. Where the position and purpose can no longer be justified against the intrusion on personal privacy or property, they will be removed or switched off.

What we use your personal information for

Our reasons

Our public tasks or legitimate interests

To protect staff, Members, volunteers, visitors and members of the public with regard to their personal safety.

Deterring violent or aggressive behaviour towards PCNPA staff.

To protect the Authority’s buildings and equipment, and the personal property of, staff, Members, volunteers, visitors and members of the public.

Preventing and detecting crime at its sites and retail facilities and assist in the identification and apprehension of offenders.

To provide evidence of damage or loss to the Authority’s insurance company.

Legitimate interest

If criminal offence data is captured in these cases the capture of the image would relate to substantial public interest and test 10. preventing and detecting of unlawful acts and 11. Protecting the Public

Legitimate Interest in terms of protecting staff, Members, volunteers, visitors and members of the public with regard to their personal safety.

Deterring violent or aggressive behaviour towards PCNPA staff.

To protect the Authority’s buildings and equipment, and the personal property of, staff, Members, volunteers, visitors and members of the public.

Preventing and detecting crime at its sites and retail facilities and assist in the identification and apprehension of offenders.

To provide evidence of damage or loss to the Authority’s insurance company.

How long we keep your information for
We review our retention periods for personal information on a regular basis. We are legally required to hold some types of information for a set length of time to fulfil our statutory obligations, for example planning, financial or human resources records. We will only hold your personal information on our systems or on file for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Who we share your personal information with
We may share your personal information internally with relevant departments within the Authority but only for specified purposes.

We may share your personal information externally with these organisations and for the following reasons:

Organisations	Our Reason
HM Revenue and Customs, Regulators and other Authorities	Auditing purposes, Fraud and crime detection
Dyfed Pensions	They administer the Authority’s Pension Scheme
Carmarthenshire Council	They administer the Authority’s Payroll
Government departments or other third parties who have provided funds to the Authority	Relevant personal data will be shared with them if this is a condition of funding they provide to the Authority
People you agree to us sharing your data with, including third parties such as Intuit Mailchimp who we partner with to provide our services	You have consented for data to be shared. For more information on how Intuit Mailchimp uses your data, visit the Intuit Mailchimp website (opens in new window).

E-mails
The Authority uses third party solutions to ensure

your emails remain secure
that the Authority is alerted to any potential compromises.

How we use your personal information to make automated decisions
Currently we don’t use your information to make automated decisions. If this changes in the future we will update this section of the notice.

If you choose not to give personal information
We may need to collect personal information by law, or under the terms of a contract we have with you.

If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform tasks related to a service you are looking to access.

Any data collection that is optional would be made clear at the point of collection

Consent and withdrawing consent
Where individual consent is needed to process personal information we will make you aware. Consent will not generally be a precondition of signing up to a service.

You can withdraw your consent at any time. Please contact us if you want to do so at info@pembrokeshirecoast.org.uk or the relevant team within the Authority who you provided consent to.

If you withdraw your consent, we may not be able to provide certain information or services to you. If this is the case, we will tell you.

How to get a copy of your personal information
You can access your personal information we hold by writing to us to the address below:

Administration and Democratic Services Manager
Pembrokeshire Coast National Park Authority
Llanion Park
Pembroke Dock
Pembrokeshire
SA72 6DY

If you need assistance please contact: info@pembrokeshirecoast.org.uk , Tel: 01646 624800.

Letting us know if your personal information is incorrect
If we hold information about you, you can ask us to correct any mistakes by contacting us at info@pembrokeshirecoast.org.uk, phoning us on 01646 624800, writing to us or contacting the relevant team within the Authority who you provided the information to. We will take reasonable steps to check the accuracy of the data we hold and correct it.

What if you want us to stop using your personal information?
You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted.

You can ask us to restrict the use of your personal information if:

It is not accurate
It has been used unlawfully but you don’t want us to delete it
It is not relevant any more, but you want us to keep it for use in legal claims
You have already asked us to stop using your data but you are waiting for us to tell you if we are allowed to keep on using it.

If you want to object to how we use your data, or ask us to delete it or restrict how we use it or, please contact us at DPO@pembrokeshirecoast.org.uk.

Cookies
As most of the online services, our website uses cookies first-party and third-party cookies for a number of purposes. The first-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.

The third-party cookies used on our websites are used mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.

You can manage your cookies preferences by clicking on the “Cookie settings” button and enabling or disabling the cookie categories on the popup according to your preferences. Alternatively, most web browsers allow some control of most cookies through the browser setting.

Further information is provided in our Cookie Policy.

Sending data outside the UK
We will only send your data outside of the UK to:

Comply with a legal duty
Or, when data processors we use send data outside the UK, but have relevant safeguards in place.

If we, or a processor we use, does transfer information outside of the UK, we will make sure that it is protected in the same way as if it was being used in the UK. We’ll use one of these safeguards:

Ensure the receiver is located in the EEA (European Economic Area), or a third country or territory or is an international organisation, covered by UK ‘adequacy regulations’.
Put in place a contract with the recipient that means they must protect it to the same standards as the UK.

16 or under
We are committed to protecting the privacy of children aged 16 or under. If you are aged 16 or under‚ please ensure you get your parent/guardian’s permission beforehand whenever you provide us with personal information.

How to complain
Please let us know if you are unhappy with how we have used your personal information. Please contact our data protection officer at DPO@pembrokeshirecoast.org.uk or 01646 624800

You also have the right to complain to the Information Commissioner’s Office. Find out on their website how to report a concern. There helpline number is 0303 123 1113.

Contact Us

If you have any questions, or want more details about how we use your personal information, you can contact our Data Protection Officer.

DPO@pembrokeshirecoast.org.uk

01646 624800

You can also write to use at:

Data Protection Officer

Pembrokeshire Coast National Park Authority

National Park Offices

Llanion Park

Pembroke Dock

Pembrokeshire

SA72 6DY

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