Privacy Notice: Allotments

Service being provided 

Provision, administration and management of Worcester City Council allotments.

Categories of personal data we need to collect

• Name
• Address
• Contact Details
• Financial (payment details)
• Date of Birth
• Personal Documentation for ID purposes/ eligibility for concessions (e.g. Passport/Driving License)
• Linked Identifiers to assess concession eligibility: student/ training status/ benefit information
• Audio/ video recordings of site co-ordinator meetings (not routine and consent is always requested prior to this).

Categories of ‘special’ personal data we need to collect

• Disability information
• Medical information

Consequences of failing to provide personal data

If you do not provide the required personal data, it may delay or prevent us from processing your allotment application as well as any concessions you may be entitled to.

Data Controller and Processors

The Data Controller is Worcester City Council.

The Data Protection Officer for Worcester City Council can be contacted at This email address is being protected from spambots. You need JavaScript enabled to view it.

Malvern Hills District Council is a Data Processor supporting this purpose, supporting the financial management & payments for the allotments. A link to our privacy notice for our finance department is available here: Creditors and Debtors - Worcester City Council

Orkastrate Ltd is the data processor, contracted to manage our tenant management system.

Volunteer Site Coordinators are data processors as they liaise with prospective and existing tenants to facilitate the service.

Purpose of Processing & Lawful Basis 

• Delivering the allotment services (including letting and managing plots and processing tenancy agreement and payments).
• Disability/ medical information may be required, to assess concession eligibility and to allocate suitably accessible plots where needed. 

Our lawful basis for using your personal data is either:

• Data subject has given their consent – in relation to any proposed audio or visual meeting recording and
• Entering or performing a contract with the data subject (this applies to the tenancy agreement).

Our lawful basis for using your Special Categories of data is:

• the data subject has given explicit consent in order to apply for a concession.

Sources of data

• The data subject (you directly)
• Volunteer Site Co-ordinators (this is where you may provide information directly to the site co-ordinator (i.e. updated contact information/ complaints or concerns) that are then passed to us.

Who we share the information with

• • Allotment Site Coordinators (public volunteers). We will only share information that is necessary to enable Co-Ordinators to perform their role.
  • Any data processors (listed above)
  • Your details may be shared with other teams within the Council, as needed to deliver the allotment function

How long we hold your information

We will only keep your information for 6 years after the allotment rental ended. The information outlined in this privacy notice will be kept in accordance with our retention schedule.

Site Co-Ordinators will be requested to delete information immediately when they are no longer in post.

All information will be held securely and destroyed under confidential conditions.

Individual Legal Rights

Our use of your data will be subject to the following legal rights:

• Your Right to be Informed
• Your Right to Access your personal data
• Your Right for us to Rectify your personal data
• Your Right to have your personal data Erased – applies where information is provided by consent or explicit consent only
• Your Right to Restrict our processing of your personal data– applies where information is provided by consent or explicit consent onlyYour Right to Object to how we use your personal data – applicable where information is processed other than by consent or explicit consent

Individual right to complain to the Information Commissioner's Office

If you have any worries or questions about how your personal information is handled please contact our Data Protection Officer via

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.,
Phone: 01905 722233

Postal Address:

Data Protection Officer
Worcester City Council
The Guildhall
High Street
Worcester

WR1 2EY

If you still have concerns following our response you have the right to raise the matter with the Information Commissioner’s Office:

Postal Address:
Information Commissioner's Office,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF

Details of data transfers to a country outside the EU and safeguards in place

Not applicable

Individual’s right to withdraw consent at any time

As your special category data has been obtained by explicit consent, you have the right to withdraw this consent at any time.