Special events privacy statement

Why we collect information about you

We collect information to assess your application to organise an event on land owned by Cheltenham Borough Council and we use your contact details to communicate with you about your application and event. If your event goes ahead, your information is used to draw up a land use agreement and for invoicing purposes.

The organisation of special events in green and open spaces is not a statutory duty on the council. You consent to your information being used for the purpose of the event application only.

What information do we collect about you?

We collect your title, name, organisation, address, contact details (telephone and e-mail), insurance documentation and information about your event.

Who do we share this information with?

We share information with other council departments involved in the process of organising events: Licencing, environmental health, finance. Your information is shared with The Cheltenham Trust and in some circumstances may be shared with local councillors on the Events Consultative Group, the Safety Advisory Group and Ubico.

Is there any information transferred to or stored on servers based outside the EEA?


How long do we keep your information?

We keep information about you for a maximum period of seven calendar years (six years + current) from the date your land use agreement expires.

Who do we collect information from?

We collect information from you.

What are the consequences if we do not collect the data?

The council would be unable to enter into an agreement with you to organise an event.

Are any decisions about you made by automatic means?