City of Bradford Metropolitan District Council (the ‘Council’) is registered with the information Commissioners Office (ICO) under the provisions of the Data Protection Act 1998. The Council takes its responsibilities under the Act very seriously. This notice provides details of how the Council collects and uses information about you. For more general information about how the Council uses your information, please refer to the general ‘Privacy Notice’ on the Council’s website. You can find this here.
Department or Service Area: Markets Service:
What is this information?
The Council through its Markets Service may collect some or all of the following information about you depending on which of our services you wish to use. This information is as follows:
- Your name, address, work/home and mobile telephone number(s) and email address.
- Your correspondence (emails, letters, application forms and typed notes of meetings).
- Your bank account details.
- Any documents confirming your eligibility to work in the UK.
- Your business or trade name.
- A photograph, if required, for your identification card.
- Your V5 vehicle registration document.
- Your Food Hygiene and Ratings Certificate (only applicable to those traders selling food).
We use social media to broadcast messages and updates about events and news. On occasion we may reply to comments or questions you make to us on social media platforms.
You do not have to give us any personal data or private information about you to access our information on this site, unless you want to register your interest in one of our available market stalls or shops, wish to apply for membership to our wholesale market or want to contact us.
We do gather personal data for our existing traders, such as business name and contact information, which we use to enhance user experience.
We use a third party measuring system called Google Analytics to collect the number and frequency of visits to our website and find out things such as the number of visitors to the various parts of the website. This information is only processed in a way which does not identify anyone but is used to monitor the accessibility of our website so that we can improve it for you and as many people as possible.
Electronic data and networks controlled by the Council are subject to strict security arrangements, both physical (such as firewalls and anti-virus protection), and administrative (non-disclosure and confidentiality). In addition, any debit or credit card details that you might supply us for any payments are not retained by the Council, and are not accessible by any Council employee. The Council complies with the requirements of the Payment Card Industry Data Security Standard and with central government codes of connection for the transmission and handling of sensitive information.
Who uses this information?
Markets Service staff use this information. It may also be used by other Council departments where it is legal to do so. See the section on ‘who are we likely to share this information with?’
What authority does the Council have to collect and use this information?
Under the General Data Protection regulations, the Council collects and uses this information under powers given to Local Authorities. The following categories of lawfulness apply.
- Processing is necessary for the performance of a contract with the data subject or to take steps to enter into a contract
- Processing is necessary to protect the vital interests of a data subject or another person
- Processing is necessary for compliance with a legal obligation
What is ‘person identifiable data’?
The term ‘person identifiable data’ relates to any data that could potentially identify a specific individual. The following are classified as person identifiable: name, age, address, postcode, place of birth, date of birth, gender, national insurance number or any information about an individual that can be used directly, or in connection with other data, to identify, contact or locate that person including any expression of opinion about the individual and any indication of the intentions of the data controller or any other persons in respect of the individual.
Why do we use this information?
We aim to be clear when we collect your data and not to do anything you wouldn’t reasonably expect.
We use this information for the following purposes:
- Application for a market shop or stall. If you apply for a market stall or shop and enter into a contract for a lease, tenancy or licence at any of our markets. We collect this information under our role as a property landlord, to maintain accurate records in relation to the terms of the occupational agreements and to maintain good landlord and tenant relationships.
- Wholesale Market Membership Application. We use this information to comply with our registration processes at The St James’s Wholesale Market and to ensure that only bona fide retailers, hauliers, tenants and their employees are invited to become members. The information we collect also includes vehicle registration numbers to ensure access into the market is authorised.
- Registration of Fork Lift Truck Drives. We use this information to comply with our Fork Lift Truck policy to ensure that only licenced drivers can operate on the premises. Your details including a photograph are used to create an identification card permitting the user to drive a Fork Lift Truck on the wholesale market site.
- Application for a Market Licence. If you are applying to operate a commercial or charitable market, car boot sale or travelling fun fair we will use this information to ensure that your application complies with the evaluation criteria necessary for you to fulfil the obligations to be granted and hold a markets licence.
- Application for Market Events. This information is used to inform you of stall availability at our forthcoming specialist market events held in the Bradford District and to enable you to submit an application. Our records will help to identify individuals, the products or services they provide and to respond to any issues arising during or after the event for example consumer protection or food hygiene matters etc.
- Accident reporting. We are legally obliged to record your personal details when reporting an accident to us. This normally contains the identity of the injured person and any other individuals who have witnessed the accident. The information enables the Council and the Health and Safety Executive (HSE) to identify how risks arise and aide the investigation of serious accidents. The reporting of work related accidents is a statutory requirement under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995).
Who are we likely to share this information with?
The Council is required by law to protect the public funds it administers. We may share information provided to us with other bodies responsible for auditing and administering public funds in order to prevent and detect fraud.
The national government’s department, the Cabinet Office is responsible for carrying out data matching exercises. The use of data by the Cabinet Office in a data matching exercise is carried out with statutory authority under Part 6 of the Local Audit and Accountability Act 2014. The data we share for this purpose does not require the consent of individuals under the Data Protection Act 1998 or the GDPR.
We will, where necessary, share your information with other Council departments, for example if you are applying for a markets licence to hold a commercial or charitable market in the Bradford district. To ensure the safe running of the market event, we will share your data with those bodies that have responsibility for public safety.
We will share your data with the Council’s occupational safety section should you suffer a serious accident in one of our markets. This is to ensure that we carry out our statutory duty for reporting certain categories of accidents to the HSE.
From time to time, the Council may also share your information for consultation purposes for example the Council may seek external legal advice relating to your occupational agreement or any other legal interests you may hold relating to the operations of our markets.
We will share your data, if requested, by the Government, law enforcement agencies or other Statutory bodies for the purposes of prevention, investigation, detection or prosecution of criminal offences in regard to the investigation of criminal activity or in the event of the Council being contacted by a third party or member of the public in respect of a potential claim against you for personal injury and/or damage to property. The Council may inform the claimant or their appointed advisor details of your full name and address and, if available, your insurer’s details and your insurance policy number
How do we keep this information secure?
Your information is kept securely on database and document management systems with stringent access and use policies. We also undertake quality checks and monitoring to ensure the information we hold is accurate at the time and being used appropriately.
How long do we keep this information?
We have a record retention schedule which details how long we keep different types of records and what we do with them when we no longer need them.
What are your rights?
You have the right to request the Council to stop processing your personal data in relation to any council service. Wherever possible, we will seek to comply with your request but we may need to hold or process information in connection with one or more of the Council’s legal functions.
If you have any questions about our use of these data, or you wish to request a copy of the information we hold about you, or you wish to discuss your rights in relation to opting out from these processes, please contact the Corporate Information Officer- Dani Mistry, by email at firstname.lastname@example.org or by post to Information Governance Team, CBMDC, 1st Floor, Britannia House, Bradford, BD1 1HX.
MARKETS SERVICE – DOCUMENT RETENTION POLICY
|Type of documents||Retention Period|
|Market Application forms|
|Retail Indoor and Outdoor Markets|
|Application to become a trader||Records will be kept as long as the trader is still trading in the market|
|Application to become a trader (Unsuccessful)||3 months|
|Traders that have ceased trading||6 years|
|Application for a charity stall||12 months after the event takes place|
|Application for a charity stall (Unsuccessful)||3 months|
|Application for a market licence||12 months after the event takes place|
|Application for a market licence (Unsuccessful)||3 months|
|Application to become a retailer||Records will be kept as long as the retailer remains registered|
|Retailers that have ceased using the market||3 months|
|Application to become a registered haulier||Records will be kept as long as the haulier remains a registered user|
|Hauliers that have ceased using the market||3 months|
|Application to register a new employee||Records will be kept as long as the employee remains registered.|
|Tenant/employee no longer trading/employed at the market||3 months|