Odeon Engagement Sessions
Privacy Notice and Consent Information
Ashford Borough Council is leading the Odeon Engagement Sessions to collect memories, stories, photographs and other material connected with the former Odeon building and the wider area. Material may be collected in person at engagement sessions or submitted through an online form or webpage. This notice explains how your personal data will be used and how any material you choose to contribute may be preserved and shared. If you would like to submit stories, memories or other material outside of engagement sessions, these can be emailed to the Ashford People’s Library at peopleslibrary@ashfordmuseum.org.
Ashford Borough Council will act as the data controller for personal data collected for this project until 30th September. From 30th September onwards, Ashford Museum will become the data controller for personal data and contributed material associated with this project. Ashford Museum will also hold contributed material as part of its social history collections, including the Ashford People’s Library, for long-term preservation as a historical record. This means material you provide may be retained by the Museum for archiving in the public interest.
We process personal data in line with the UK General Data Protection Regulation, the Data Protection Act 2018 and related UK data protection law. Where material is preserved by Ashford Museum as part of its collections, this may also include processing for archiving in the public interest and historical research purposes, subject to appropriate safeguards.
We may collect your name, contact details, memories, opinions, photographs, images, audio recordings, interview notes and any other information you choose to provide. We collect this information so that we can run the engagement sessions, document local memories and experiences, develop project interpretation and public engagement material, and preserve relevant contributions as part of Ashford’s historical record.
The lawful basis for Ashford Borough Council’s collection and use of your contribution for this project is your consent. By taking part or submitting material, you are confirming that you understand that your contribution may be used in public-facing outputs, including exhibitions, interpretation, publications, promotional material, websites and social media, and that relevant material will be stored by Ashford Museum as part of its historical collections.
You may withdraw your consent at any time by contacting peopleslibrary@ashfordmuseum.org. If you withdraw consent, we will stop any future use of your material where this is still possible. However, if your contribution has already been included in published, displayed, circulated or otherwise present in already distributed material, it may not be possible to remove or recall it from those existing outputs. This limitation is important and is part of the consent you are being asked to provide.
Where your contribution is archived by Ashford Museum for long-term preservation in the public interest, the Museum may retain the historical record in accordance with applicable legal exemptions and safeguards relating to archiving and historical research. This means that, in some circumstances, complete deletion of archived material may not be possible once it has become part of the permanent historical record.
If you provide photographs, images or other material, you should only submit items you are entitled to share. By contributing them, you confirm that, to the best of your knowledge, you have the necessary permission to provide them for this project and for use by Ashford Borough Council and storage by Ashford Museum as described in this notice.
Contact details collected only for administration or follow-up will not be made public and only kept for as long as necessary for the purposes of this project and in line with our retention requirements. Contributed stories, images and recordings will be retained for longer where they form part of a public record, exhibition material, publication or an archive held in the public interest.
You have data protection rights, including rights to access your personal data and, in some circumstances, to request rectification, restriction or erasure. For more information on your individual rights please see our Privacy pages at the following link: https://www.ashford.gov.uk/transparency/information-rights/ Some of these rights may be limited where personal data is being retained for archiving in the public interest or historical research in accordance with the law.
If you have questions about this notice or how your information will be used, please contact the project team at heritage@ashford.gov.uk or the Ashford People’s Library at peopleslibrary@ashfordmuseum.org. Ashford Borough Council’s Data Protection Officer can be contacted at FOI@ashford.gov.uk.
Odeon Engagement - Data Protection Consent form
