Privacy Policy

Who we are

The TVCA is a combined authority covering the local authority areas of Darlington, Hartlepool, Middlesbrough, Redcar & Cleveland and Stockton- on-Tees. We are a statutory body and you can contact us as follows:

Tees Valley Combined Authority Teesside International Airport Business Suite

Teesside International Airport

Darlington

DL2 1NJ.

Email: [email protected]

Data Protection Officer (“DPO”): [email protected]

In this privacy notice when we mention “TVCA”, “we”, “us” or “our” in this privacy notice, we are referring to TVCA being responsible for processing your personal data.

TVCA’s registered office is at Teesside Airport Business Suite, Teesside International Airport, Darlington, DL2 1NJ.

We have appointed a DPO who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

Introduction

This privacy notice outlines our commitment in using personal data both fairly and in accordance with UK data protection legislation.

We keep our privacy notice under regular review. It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

This policy applies to personal data you provide to us or which we collect about you, including data collected via the websites that the TVCA operates at the f following URLs:

www.teesvalley-ca.gov.uk	Tees Valley Combined Authority
www.teesvalleycareers.com	Tees Valley Careers
www.teesvalley.jobs	Tees Valley Jobs
www.neyenergyhub.com	North East and Yorkshire Energy Hub
www.teessidefreeport.com	Teesside Freeport

These websites and trading styles are all brands of TVCA which remains the data controller and the responsible statutory body in relation to these websites and brands.

These websites may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share personal data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our websites, we encourage you to read the privacy policy of every website you visit.

TVCA, along with the websites associated above process all personal data fairly and lawfully in line with UK data protection legislation.

The personal data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, surname, date of birth, gender, NI number and photograph.
• Contact Data includes email address, home address and phone number(s).
• Financial Data includes bank account and payment card details.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
• Profile Data includes access requirements (for in-person events), employment curriculum vitae’s (for procurement), unique ID number, job title, life insurance, income protection, death in service policies and signature.
• Usage Data includes information about how you use our website, products and services.
• Communications Data includes your preferences in receiving communications from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We may collect some special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). There may also be circumstances where we will need to collect information about criminal convictions and offences.

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that personal data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel any goods or service you have with us but we will notify you if this is the case at the time.

How we collect different types of information

The personal data we collect is that which data subjects provide to TVCA via direct engagement. You may give us your Identity, Contact and Profile Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes, but is not limited to information provided via:

• consultation responses;
• information provided by attendees at events;
• information provided when joining mailing lists;
• information provided in relation to grants, applications, monitoring and appraisal;
• complaints and feedback;
• electronic forms and survey responses;
• website enquiries;
• applications for employment and skills related programs;
• photographs;
• information to allow us to arrange meetings and circulate papers for internal meetings;
• information provided in relation to procurement and contracts for goods and services (such as accessing third party portals);
• other contractual information;
• information to allow us to administer the devolved adult education budget (such as accessing third party portals);
• information to allow us to produce pupil projections to assist our constituent authorities to plan for school place demand;
• when you contact us directly in-person, by phone, email and/or post;
• health and safety reports;
• the filming of public meetings; and
• information to allow us to act in our capacity as the Energy Hub for the North East and

As you interact with our websites, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see the relevant cookie policy on our websites.

We also collect personal data third parties and/or publicly available sources. We will receive personal data about you from various third parties and public sources, including but not limited to:

• electronic forms and surveys from providers such as Eventbrite, SurveyMonkey, MailChimp, Maildone and WordPress;
• local authorities;
• Government departments;
• insurance companies (such as Aon),
• third party platforms/hubs; and
• Companies House.

Technical Data from the following parties:

1. analytics providers such as Google based outside the UK;
2. advertising networks such as Facebook based outside the UK; and
3. search information providers such as Google based outside the UK.

Other sources of personal data processed by the TVCA Group may appear in separate fair processing notices relating to particular activities. All such privacy and fair processing notices should be read in conjunction with, and add to, this privacy notice.

Who the personal data relates to

The personal data we collect, as described above, is from a variety of different sources. This personal data relates to the following categories of data subject:

• mailing lists/contact lists;
• grant applications and recipients;
• suppliers;
• individual representatives of businesses we work with;
• organisations with which we partner or share personal data;
• other people we work with;
• individuals and residents of the combined authority; and
• members and officers of other

Supplier personal data

If you are one of our suppliers, we will use the personal data we hold about you to manage the contract between us and to improve our services. The personal data we hold may include information about your performance in providing services to us or to our clients.

Cookies information

Our websites use cookies to distinguish you from other users of our websites. This helps us to provide you with a good experience when you browse our websites and allows us to improve our sites. For more information about the cookies we use, you can view the relevant cookie policy on our websites.

How we process personal data

We will only use your personal data when the law allows us to. Typically, we will use your personal data in situations including but not limited to:

• where we need to comply with a legal obligation;
• where it is necessary in order to protect a vital interest;
• where it is necessary for the performance of a public task; or
• consent.

Sometimes we rely on consent as a lawful basis for processing your personal data. You have the right to withdraw consent to marketing at any time by contacting us.

Purpose

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the lawful bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful basis depending on the specific purpose for which we are using your personal data. Please contact us if you need details about the specific lawful basis we are relying on to process your personal data where more than one lawful basis has been set out in the table below.

Purpose/activity	Type of personal data	Lawful basis for processing including basis of legitimate interest
To manage our relationship with you which will include: (a)   responding to your enquiries (including media enquiries) in person, by post, phone, email or otherwise. (b)   responding to your enquiries sent via our websites; (c)   managing your complaints and feedback; (d)   notifying you about changes to our terms or privacy notice; and/or (e)   asking you to leave a review or take a survey.	(a)   Identity (b)   Contact (c)   Profile (d)   Communications	(a)   Necessary to comply with a legal obligation. (b)   Necessary for the performance of a public task. (c)   Consent.
To enable you to complete an electronic form or survey.	(a)   Identity (b)   Contact (c)   Profile (d)   Usage (e)   Communications	(a)   Necessary for the performance of a public task. (b)   Consent.
To administer, operate and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).	(a)   Identity (b)   Contact (c)   Technical	(a)   Necessary to comply with a legal obligation. (b)   Necessary for the performance of a public task.
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you.	(a)   Identity (b)   Contact (c)   Profile (d)   Technical (e)   Usage (f)    Communications	(a)   Necessary for the performance of a public task. (b)   Consent.
To use data analytics to improve our website, product/services, marketing, customer relationships and experiences.	(a)   Technical (b)   Usage	Necessary for the performance of a public task.
To sign you up to our mailing list, distribution list or newsletter.	(a)   Identity (b)   Contact (c)   Communications	(a)   Necessary for the performance of a public task. (b)   Consent.
To make suggestions and recommendations to you about goods and services that may be of interests to you.	(a)   Identity (b)   Contact (c)   Technical (d)   Usage (e)   Profile (f)     Communications.	(a)   Necessary for the performance of a public task. (b)   Consent.
To provide support to businesses, schools and colleges in recruitment.	(a)   Identity (b)   Contact	Necessary for the performance of a public task.
To consider, process, allocate and monitor applications for grants, funding arrangements and training programs  (including for the purpose of performance and compliance).	(a)   Identity (b)   Contact (c)   Financial (d)   Profile	Necessary for the performance of a public task.
To assist Government departments with initiatives (including but not limited to producing pupil projections to assist our constituent authorities to plan for school place demand).	(a)   Identity (b)   Contact	Necessary for the performance of a public task.
To monitor and report on Government initiatives and to undertake research and evaluation.	(a)   Identity (b)   Contact (c)   Financial (d)   Profile (e)   Usage (f)    Communications (g)   Special Categories of Personal Data	(a)   Necessary to comply with a legal obligation. (b)   Necessary for the performance of a public task.
To sign you up to our events.	(a)   Identity (b)   Contact (c)   Profile	Necessary for the performance of a public task.
To showcase our events, goods and services onto our social media platforms and websites.	Identity	Necessary for the performance of a public task.
To run procurement processes, awarding contracts and monitoring contractual performance and delivery.	(a)   Identity (b)   Contact (c)   Profile	Necessary for the performance of a public task.
To enable us to carry out health and safety reports.	(a)   Identity (b)   Contact	(a)   Necessary in order to protect a vital interest. (b)   Necessary for the performance of a public task.
To enable us to act in our capacity as the Energy Hub for the North East and Yorkshire.	(a)   Identity (b)   Contact	Necessary for the performance of a public task.
To enable us to act as lead authority for the UK community renewal fund.	(a)   Identity (b)   Contact	Necessary for the performance of a public task.
To assist with your planning permission.	(a)   Identity (b)   Contact	Necessary to comply with a legal obligation.
To comply with the provisions set out by UK legislation (including fraud protection and crime prevention).	(a)   Identity (b)   Contact (c)   Financial (d)   Profile	Necessary to comply with a legal obligation.
To provide learner support to adult learners.	(a)   Identity (b)   Contact (c)   Profile	Necessary for the performance of a public task.
To record public meetings	Identity	Necessary for the performance of a public task
To enable us to use CCTV surveillance cameras for security purposes.	Identity	Necessary for the vital interests of others.

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

Fair processing

TVCA is committed to the highest standards in relation to all aspects of fair processing and this is outlined throughout our information governance principles (this is the collection, storage, security, use, appropriate release and destruction in relation to personal data).

Fair processing notices

Our commitment to the highest standards in all aspects of fair processing is important to us to ensure our stakeholders are aware of how we collect and process their personal data.

We pride ourselves by being fair and transparent to ensure effective relationships with our stakeholders are maintained. Accountability for their information is our main priority.

Individual notices for specific circumstances may be provided to data subjects or appear on our website from time to time for specific types of data collection and processing. Such notices are supplementary to and are not intended to override this general privacy notice. Individual fair processing notices should be read alongside this privacy notice.

How we keep personal data safe

Only employees of TVCA or those specifically authorised by us will have access to your personal data.

We keep this personal data secure by taking appropriate technical and organisational measures against any unauthorised or unlawful processing and against its accidental loss, destruction or damage.

Unfortunately, the transmission of information via the internet is not always completely secure and this is something we recognise. We will always do our best to protect any personal data, once we receive your personal data, by using strict procedures and have security processes in place to prevent any loss, breach or unauthorised access to it.

If there is a breach of security involving your personal data which we are concerned will involve risks to you, we shall, without undue delay, work to mitigate those risks and contact you and/or the ICO in accordance with UK data protection legislation.

How we share personal data

There are times where we need to share your personal data with those within our constituent authorities, entities within our group structure or suppliers that provide us with a service.

These providers are obliged to keep your details secure and use them only to fulfil a purpose. If we wish to pass your personal data onto a third party, we will only do so once we have obtained your consent, unless we are legally required to .

We may disclose your personal data to other partners without your consent where it is necessary, either to comply with a legal obligation, or where permitted under UK data protection legislation, e.g. this could be where the disclosure is necessary for the purposes of the prevention and/or detection of crime or necessary to perform our contract with you.

We have a personal data sharing protocol with our constituent authorities and those that provide us with services (e.g. internal auditors, external auditors) so they are aware of the responsibilities between TVCA (as the controller) and the service being provided (as the processor). We do this so you can be confident that all our constituent authorities and those that provide services to us comply with our privacy principles.

We also take responsibility for any personal data that is shared with us by a constituent authority and act in accordance with the principles and privacy notices of an organisation/authority for any occasions where the TVCA Group may act as a processor. We apply the same commitment to this personal data.

Disclosure of data

We may share your personal data with parties including, but not limited to, those set out below for the purposes set out in the table above:

• Internal third parties other entities who are based in the UK and provide IT and system administration services and undertake leadership reporting.
• External third parties:
  • service providers acting as controllers or processors based outside the UK such as Eventbrite, SurveyMonkey, MailChimp, Maildone and WordPress;
  • grant providers acting as controllers based inside the UK such as Government departments and/or its nominated partners and designated agents and local authorities (including combined authorities, county councils and local enterprise partnerships);
  • levy donors, program partners and organisations who support TVCA’s training programs;
  • professional advisers acting as processors, controllers or joint controllers including lawyers, bankers, auditors and insurers based inside the UK who provide consultancy, banking, legal, insurance and accounting services;
  • Companies House acting as controllers based inside the UK who provide details relating to a company and its representatives; and
  • HM Revenue & Customers, regulators and other authorities acting as processors, controllers or joint controllers based inside the UK who require reporting or processing activities in certain circumstances.
• Third parties to whom we may choose to sell, transfer or merge parts of our organisation or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same was as set out in this privacy notice.
• There are occasions where your personal data may be published online in accordance with legislation. You will be informed if this is the case.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We do not transfer your personal data outside the UK.

Data retention

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Details of retention periods for different aspects of your personal data are available in our Data Retention and Deletion Policy which you can request from us by contacting the DPO.

Marketing and communications

Similar to other sectors and types of organisations, we are subject to UK data protection legislation when marketing to individuals. However the majority of the communications we send to individuals will be unlikely to constitute direct marketing and thus, do not need to comply with the marketing rules set out by UK data protection legislation. This is because our communications may be necessary for our task or function as a combined authority.

We may use your Identity, Contact, Technical. Usage and Profile Data to send communications to you when it is necessary for our task or function and proportionate to our aims.

There is a right for individuals to object to direct marketing if we rely on the lawful basis of performing a public task unless we can demonstrate “compelling legitimate grounds” to continue sending the communications.

As part of our internal procedures to ensure information is current and up to date, we will regularly review our mailing lists to ensure that you still would like to receive communications  from us.

Further guidance on marketing and the public sector can be found on the ICO website here.

If we make a mistake or your personal data changes

We like to ensure we keep your personal data accurate and up to date. It is important that if we have any of your personal data inaccurate, incomplete or we have made an error, you notify us. Equally it is your duty to inform us of changes to your personal data. Please do so during the course of your relationship with us by emailing [email protected].

Your rights in connection with personal data

Individuals have access to a set of ‘data subject rights’ and may be exercised in certain circumstances. However, the rights of data subjects differ depending upon the lawful basis for the processing of the personal data. Please click on the headings below to understand when these rights may be exercised.

Under certain circumstances, by law you have the right to:

• Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove your personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to object to processing (see below).
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground (if applicable). You also have the right to object where we are processing your personal data for marketing purposes.
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal data about you, for example if you want us to establish its accuracy or the reason for processing
• Request the transfer of your personal data to another
• Request to withdraw your consent from your personal data being collected and processed.

If you want to review, verify, correct or request erasure of your personal data, object to the processing of your personal data, or request that we transfer a copy of your personal  data to another party, please contact our DPO via [email protected]

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is manifestly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

Other rights

The right to complain

You have a right to lodge a complaint about us with the Supervisory Authority at an any time.

You can make a complaint to the ICO via this page: https://ico.org.uk/make-a-complaint/.

Freedom of information

Information can also be requested via a Freedom of Information (“FOI”) request. We also have a publication scheme on our website, that commits the TVCA Group to make information available to the public as part of its normal business activities. These can be found at https://teesvalley-ca.gov.uk/transparency/publication-scheme/.

Data Protection Officer

If you have any questions or concerns, please contact our DPO at  [email protected].

Changes to our privacy notice

We will review this privacy notice on a regular basis to ensure that the information is up to date and relevant. Any changes we make to this privacy notice will be posted on our websites and where appropriate, you will be notified accordingly.

Further information

For further information the ICO website provides further details regarding UK data protection legislation at https://ico.org.uk