Data protection

Guildhall bookings and facilities management

Facilities management privacy notice

This privacy notice sets out how our facilities department uses and protects any information you may provide to us in connection with a booking enquiry, function or building access. By using our services you are accepting and consenting to the practices described herein.

What we collect

Your information is collected when you request information from, book a room/event with us or request access to the building.

We may collect via telephone, on-line, email or in person:

  • Your name
  • Your contact information, including your e-mail, phone number and/or postal address
  • Information about your booking, including details of any guests you might provide to us
  • Car registration
  • Any other information relevant to your booking, event or access

What we do with the information we gather

We require the information we collect to provide you with a service you have asked us to deliver (such as room hire, a wedding ceremony or a party). Any information you provide will be used by facilities management only and will be automatically deleted if you do not make contact with us for up to 7 years. We will update your information whenever we get the opportunity to keep it current, accurate and complete.

How we keep your information secure

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we use secure (password protected) facility management software systems to control access to your information.

Your personal data will not be passed onto any other third party without your permission, unless this is to allow us to adhere to our legal obligations and perform a public task. Where this is necessary we will do so discreetly and ensure that data sharing is in place for the purposes of progressing your initial request only.

We have a duty to protect the public funds we or other agencies administer. Therefore, where a statutory duty exists your information may also be shared with other regulatory bodies and organisations responsible for auditing and administering public funds, such as the Audit Commission for data matching purposes in accordance with the Audit Commission Act 1998 .

Your information may also be shared for the prevention/detection of crime with other public bodies, such as but not limited to the police.

Controlling your personal information

If you have previously agreed for Facilities Management to retain your details, you may change your mind at any time by e-mailing [email protected]

If you believe any of the information that we hold about you is incorrect, please e-mail us at [email protected] as soon as possible and we will correct the data or delete your record if that is your preference.

Further information

The Council is registered to collect, hold and process personal data with the Information Commissioners' Office under the notification number Z5256045

Contact details

We are the data controller and processor of all personal data. We have appointed David Taylor as our designated Data Protection Officer (DPO). If you have any questions or concerns as to how your data is processed you can contact him in one of the following ways:

Email: [email protected]

By phone: 01604 83 8536

Or you can write to:

The Data Protection Officer

Northampton Borough Council

The Guildhall

St Giles Square



If you are dissatisfied with the way your personal data has been handled you have the right to take your concern directly to the Information Commissioner.