External venue booking privacy notice

This privacy notice is designed to help you understand how and why the council processes your personal data in relation to corporate travel. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). In order to arrange the booking of external venues, we will need to collect your personal information.

We have appointed Veritau to be our data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire


Email: infogov@northyorks.gov.uk

Tel: 01904 552848

What personal information do we collect?

In order to arrange external venue bookings, North Yorkshire Council will collect the following categories of personal information:

  • name
  • corporate email address and telephone number

We may also, on occasion, be required to collect certain categories of special category information such as medical and health information about any specific needs you may have for example, wheelchair access or dietary requirements of those attending an external venue.

Why do we collect your personal information?

We require your name, email address and telephone number so that we can confirm your booking and share relevant information with you in relation to your booking as well as responding to queries/issues with bookings. 

The training and learning admin team will use the information held to analyse the data around external venue booking to understand and determine whether any efficiencies can be made.

Who do we share this information with?

We may share your information with the following parties

Within the council:

  • procurement and contract management service
  • training and learning admin team

External to the council: 

  • third party venue providers for the event

How long do we keep your information for?

The table below illustrates how long the council will retain your information:

Data held

Retention period

Information relating to bookings and attendee requirements

Retained for two years following closure of the booking. This is to allow both ourselves and the venue a period of time to settle any outstanding accounts. Internally we will keep commitment record information longer to assist with financial planning and forecasting. 

What is our lawful basis for processing your information?

North Yorkshire council will rely on the following lawful basis when processing your personal information:

  • UK GDPR Article 6(1)(e) - processing of personal data is necessary for the performance of a task that is in the public interest

When processing your special category information, the Council will rely on the following lawful basis:

UK GDPR Article 9(2) - processing is necessary for reasons of substantial public interest. Processing is in relation to your specific needs and meets schedule 1, part 2 of the Data Protection Act 2018 as below:

  • (16) Support for individuals with a particular disability or medical condition

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.