Community Centres

What information is being collected?

Fermanagh and Omagh District Council may collect the following personal information when processing Community Centre bookings and related enquiries:

  1. Name
  2. Name of organisation (where applicable)
  3. Role within organisation (where applicable)
  4. Postal address
  5. Telephone number
  6. Email address
  7. Emergency contact details (where applicable)
  8. Booking information, including centre, room, dates, times, activities and attendance details
  9. Public Liability Insurance documentation (where applicable)
  10. Risk assessment documentation (where applicable)
  11. Safeguarding information and declarations (where applicable)
  12. Details of facilitators, coaches or instructors delivering activities (where applicable)

Who is collecting it?

Fermanagh and Omagh District Council is the Data Controller. This means that the Council determines how your personal information is collected, used, stored, protected and shared where appropriate.

How is it collected?

Personal information may be collected through:

  • Online booking forms
  • Paper booking forms
  • Email correspondence
  • Telephone calls
  • Face-to-face enquiries
  • Supporting documentation submitted as part of a booking application, such as insurance certificates, risk assessments and safeguarding information

Why is it being collected?

The legal bases relied upon for processing personal information are:

  • Article 6(1)(a) UK GDPR – Consent, where you have provided consent for a specific purpose.
  • Article 6(1)(b) UK GDPR – Contract, where processing is necessary to enter into or fulfil a booking agreement or hire arrangement.
  • Article 6(1)(e) UK GDPR – Public Task, where processing is necessary for the Council to carry out its public functions and responsibilities.

How will it be used?

The information may be used to:

  • Process and manage Community Centre bookings.
  • Communicate with applicants regarding bookings, cancellations, amendments and centre access arrangements.
  • Assess the suitability of proposed activities and events.
  • Verify insurance, safeguarding and health and safety requirements where applicable.
  • Manage invoicing, payments and debt recovery processes.
  • Respond to enquiries and provide customer support.
  • Promote programmes, activities and opportunities where consent has been provided.
  • Maintain records relating to facility usage and occupancy.
  • Support compliance with health and safety, safeguarding and insurance obligations.

Who will it be shared with?

Your information may be shared internally with relevant Council departments where necessary for:

  • Administration of bookings
  • Financial processing and invoicing
  • Insurance verification
  • Health and safety management
  • Safeguarding purposes
  • Audit and compliance requirements

Personal information will not normally be shared with third parties unless:

  • You have provided consent;
  • It is required by law;
  • It is necessary to protect the vital interests of an individual; or
  • The Council is otherwise required or permitted to do so under data protection legislation.

How long will it be retained for?

Personal information will be retained in accordance with the Council’s Records Retention and Disposal Schedule.

Booking forms, booking records and associated documentation will be retained only for as long as necessary to fulfil the purpose for which they were collected and to meet legal, financial, audit and operational requirements.

Booking information relating to completed bookings will normally be retained for 12 months before being securely destroyed or disposed of in accordance with the Council’s retention procedures.

How do I make a data protection complaint?

If you believe your data protection rights have been infringed because of the way Fermanagh and Omagh District Council has handled your personal information, you can make a complaint by:

  • Emailing DPO@fermanaghomagh.com
  • Completing the Council’s Data Protection Complaint Form
  • Submitting a complaint through the Council’s online complaints process

Data protection complaints will be handled in accordance with the Council’s Complaints Handling Procedure and relevant data protection legislation.