Privacy Policy

Last updated: 2 October 2025

1. Who we are & how to contact us

Newcastle City Council (“we”, “us”, “our”) is committed to protecting your personal data and ensuring it is handled in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about how your data is used or wish to exercise your data protection rights, please contact our team at:
enchantedcity@newcastle.gov.uk

2. What personal data we collect

Information you provide: your name, email address, phone number, postal address, and any details submitted through forms, correspondence, or event registrations.
Automatically collected information: IP address, browser type, device information, and usage data collected through cookies or analytics tools when you visit our websites or online services.

3. How we use your data

To manage communications and provide information about council events and initiatives.
To respond to public enquiries and feedback.
To process event registrations, bookings, or service requests.
To improve our websites, communications, and community services.
To comply with legal and statutory obligations or to perform tasks carried out in the public interest.

4. Our lawful basis for processing

We process personal data where it is necessary for one or more of the following lawful bases under UK GDPR:

The performance of a public task or exercise of official authority.
Compliance with a legal obligation.
Your consent (for example, for receiving marketing or event updates).
The performance of a contract or agreement.

5. Sharing your data with third parties

We may share your personal data with trusted partners and service providers who assist us in delivering council events, communication, or website services. All partners are bound by data protection agreements and may only process your information in accordance with our instructions.
We do not sell your personal data. Data may also be shared with law enforcement or regulatory bodies where required by law.

6. Cookies and tracking

We use cookies and similar technologies to improve website performance, analyse visitor behaviour, and personalise content. On your first visit, you can choose to accept or decline non-essential cookies. You can also manage cookie preferences through your browser settings.

7. Data storage & international transfers

Your personal data is securely stored within the UK or European Economic Area (EEA). If data is transferred outside these regions, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or equivalent measures, to protect your information.

8. Data retention

We keep your data only as long as necessary for the purposes it was collected and in accordance with our records retention schedule. Contact and event registration data are generally retained for up to 3 years, unless a longer period is required by law.

9. Your rights under UK GDPR

You have the right to:

Access your personal data.
Request correction of inaccurate or incomplete data.
Request deletion of your data (where applicable).
Restrict or object to processing.
Request data portability in certain circumstances.
Withdraw consent at any time, where consent is the lawful basis for processing.

To exercise any of these rights, please contact: enchantedcity@newcastle.gov.uk

10. Children and young people

Some council-organised events and services are open to children and families. We take extra care when handling data relating to minors and will only collect and process such information with appropriate consent from a parent or guardian, or where permitted by law. If you believe we have collected a child’s data in error, please contact us so we can remove it.

11. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in legislation or council services. The most recent version will always be available on this page with the updated “Last updated” date.

12. Complaints

If you are unhappy with how we handle your personal data, please contact us using the details above.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
https://ico.org.uk.