Privacy Notice

The City of London Corporation (City Corporation) is a registered data controller in respect of processing personal data under the relevant data protection legislation. This includes the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR) and the UK General Data Protection Regulation (UK GDPR).

This Privacy Notice explains how we use information about you and how we protect your privacy. If you have any concerns or questions about how we look after your personal information, please contact the City of London’s Data Protection Officer, also the Comptroller and City Solicitor, Michael Cogher, at information.officer@cityoflondon.gov.uk.

Please note - this Privacy Notice was updated on 10 March 2021

1. Your personal information

Personal information is anything that directly or indirectly identifies and relates to a living person, such as a name, address, telephone number, date of birth, unique identification number, photographs, video recordings (including CCTV) etc.

All personal data collected will be evaluated periodically and only kept as long as necessary or in line with legal requirements.

As part of this activity, we will process personal data regarding the following:

your name
email address
organisation – company name
organisation address – company address
organisation Postcode

2. Why do we need your personal information?

We will collect and process the following data about you:

to respond to any correspondence received from yourself
to administer and provide bespoke services for events
to send you communications by electronic means (emails and e-newsletters) or postal means in order to inform you of other relevant news, including promotions, and products related to Active City Network
to create statistical analysis in regard to the amount of users participating with the Active City Network

3. How the law allows us to use your personal information

The Active City Network relies on the following lawful basis to process your personal data

you, or your legal representative, have given consent

4. Consent

If we have consent to use your personal information for any particular reason, you have the right to remove your consent at any time. If you want to remove your consent, please contact rdr@cityoflondon.gov.uk or call 0207 606 3030.

5. Your rights regarding your personal information

The law gives you a number of rights in relation to what personal information is used by the City of London, and how it is used. These rights are listed below, and full details can be found in the City Corporation Privacy Notice.

Your Rights
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can also exercise this right at any time by contacting us at information.officer@cityoflondon.gov.uk.

Our sites may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services, such as contact and location data. Please check these policies before you submit any personal data to these websites or use these services.

You can ask us to:

provide you with a copy of the personal information that we hold about you
correct personal information about you which you think is inaccurate
delete personal information about you if you think we no longer should be using it
stop using your personal information if you think it is wrong, until it is corrected
transfer your personal information to another provider in a commonly used format
not use automated decision-making processes to make decisions about you

To act upon any of the above rights, please email information.officer@cityoflondon.gov.uk or write to Data Protection Officer, City of London, PO Box 270, Guildhall, London, EC2P 2EJ. Or by calling 0207 606 3030.

6. Who do we share your personal information with?

In some circumstances, we use other organisations to either store personal information or use it to help deliver our services to you. Where we have these arrangements, there is always an agreement in place to make sure that the organisation complies with data protection law.

We may also share your personal information when we consider/believe that there is a good reason to do so, which is more important than protecting your privacy. This doesn’t happen often, but in these circumstances, we may share your information:

to find and stop crime and fraud; or
if there are serious risks to the public, our staff or to other professionals;
to protect a child; or
to protect adults who are thought to be at risk, for example if they are frail, confused or cannot understand what is happening to them

For all these reasons, the risk must be serious before we can override your right to privacy.

If we are worried about your physical safety or feel we need to take action to protect you from being harmed in other ways, we will discuss this with you and, if possible, get your permission to tell others about your situation before doing so.

We may still share your information if we believe the risk to others is serious enough to do so.

If this is the case, we will make sure that we record what information we share and our reasons for doing so. We will let you know what we have done and why, if we think it is safe to do so.

Where it is necessary to share personal data for these purposes, the City Corporation will ensure the appropriate technical and organisational safeguards are in place, with regard to the processing of personal data, and will ensure that personal data is not used by third parties for marketing purposes, without your consent.

Please note that we use Mailchimp as our marketing platform, by providing your personal data you acknowledge that your information will be transferred to Mailchimp for processing. To learn more about Mailchimp’s privacy practices please click here.

7. How do we protect your personal information?

We have a legal duty to make sure we hold your personal information (on paper and electronically) in a secure way, and to only make it available to those who have a right to see them. Examples of our security include:

encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password)
pseudonymisation, meaning that we will use a different name or identifier to hide parts of your personal information from view. This means that someone outside of the City of London could work on your information for us without ever knowing it was yours
controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
training for our staff allows us to make them aware of how to handle personal information, and how and when to report when something goes wrong

8. Where we store your personal data

The data that we collect from you will be transferred to, and stored at, a destination outside the United Kingdom. Please note that as we are using the services of Mailchimp, your personal data will be stored in the USA.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to Our Sites; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorized access.

For further information about how the City Corporation processes personal data, please see the City Corporation Privacy Notice.

The City Corporation will not share your personal data with any other third parties, for any other purposes, unless legally obliged to do so. More information about data protection, and your rights in relation to personal data, is available from the website of the Information Commissioner’s Office, ico.org.uk.