Privacy notice for Joint Local Access Forum (JLAF) Membership Application

What do we use the information for?

All local authorities are required, under the Countryside and Rights of Way Act 2000, to establish a Local Access Forum to provide strategic advice on 'the improvement of public access to land in that area for the purposes of open air recreation and the enjoyment of the area, and as to such other matters as may be prescribed'. The membership of this group must be balanced between different interests in the countryside so that it can provide well-argued, unbiased advice.  

For more information on how to become a member of the Joint Local Access Forum (JLAF), please visit the Joint Local Access Forum page.

The council collects, process and holds you personal information in order to provide our services effectively. 

• To process your application to be a member of the Joint Local Access Forum (JLAF)
• To administer meetings and deliver the statutory advisory functions of the JLAF.

We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.

What information do we hold and use?

We collect and process the following information:

• Personal information (including full name, full residential address, date of birth)
• Contact details (such as email address, telephone number) 
• Characteristics (such as ethnicity, disability) where this has been voluntarily disclosed when applying to join the JLAF
• Bank details for expenses payment.

On what grounds do we use the information?

We process personal data for the following reasons: 

• GDPR Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

How do we collect this information?

We collect information in the following ways:

• Paper, electronic or online forms
• Email
• Telephone
• Letter
• Face to face, with one of our employees, or one of our partners.

Who do we share your information with?

The contents of your application form is disclosed with council officers who will carry out the shortlisting and interview process. We may also disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with other public service bodies such as relevant officers from Hull City Council, if such officers are involved in the shortlisting and interview process.

If a recommendation is made that your JLAF membership application should be allowed, we share your name and your areas of interest with the officer delegated to approve your application. The names of appointed JLAF members will also be shared on the council’s website, included in minutes from meetings and listed in the forum’s annual reports which are available to the public.

We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.

How long do we store it and is it secure?

We have a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law.  Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your request.

For information on how long your information will be held visit the retention page. 

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined on the data protection rights page. 

In most cases, people who have made a JLAF membership application will have the following rights:

• The right of access - you are entitled to see the information the service holds about you 
  
• The right to rectification - we will amend the information accordingly., if any information the service holds about you is incorrect
• The right to restrict processing -  you may wish to limit how we use your data  
• The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions
• The right to erasure/right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. 
  

To exercise any of your above rights, please visit the data protection rights pages for more information.

Where can I find out more?

If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices. 

Information Commissioner’s Office (external website)

When was this privacy notice last updated?

We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law.  This privacy notice was last updated on 22 January 2021.