Privacy Notice - Visitors to our buildings

West Devon Borough Council takes your privacy seriously.

We will use your information in order to record visitor information to our buildings from members of the public, partner organisations and contractors for the purposes of health and safety and security. This notice sets out what we will do with your personal information and who we may share it with in respect of the above.

What information about you do we collect?

We collect the following information:

  • Name
  • Company name (if contractor)
  • Organisation name (if from partner organisation)
  • Email address
  • Mobile telephone number
  • Purpose of visit
  • Who you are visiting

How do we collect information about you?

Relevant personal data will be collected:

  • Directly from you as the data subject

How will your personal data be used?

Your personal data will be used in the following ways:

  • To control access into our buildings
  • To ensure where there is a risk to life, injury, or other medical emergency, help and assistance can be provided as appropriate and without delay
  • To record who has been in our buildings in the event of a security issue i.e. theft, vandalism, unauthorised access

The Legal basis for processing your data

Your personal data is processed under the following legal bases:

Article 6 1(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. The Council is responsible for safety and security of its staff and visitors attending our buildings/sites/premises.

Article 6 1(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child. The Council is required to protect the security and integrity of its staff and visitors, their belongings and its managed buildings.

Who will your personal data be shared with?

Your personal data will be shared with our Customer Service Tea, Facilities Management Team and the Officer(s) you are attending our building to visit.

The Councils will never sell your data to anyone else.

Transferring of data outside the EU

Your data will not be transferred outside of the EU. It will be securely stored electronically within the UK only, unless it was necessary for safeguarding or for the prevention and detection of crime.

Length of time we keep your information

The Councils will retain personal data for no longer than 30 days.

Individual rights

You have a number of rights under the General Data Protection Regulations. These can be found on the ICO website.

If you would like to exercise any of these rights, please email the data protection officer.

The Data Controller for your information

West Devon Borough Council

Kilworthy Park,

Drake Road,



PL19 0BZ

Data Protection Officer

The Councils have a duty to appoint a Data Protection Officer. The Council's Data Protection Officer is Drew Powell, South Hams District Council/West Devon Borough Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE

If you have any queries about our privacy notices or would like to exercise your data rights or make a complaint, please contact the Data Protection Officer by email, telephoning 01803 861234 or writing to them at Data Protection Officer, South Hams District Council/West Devon Borough Council, Follaton House, Plymouth Road, Totnes, Devon TQ9 5NE

If you are not happy with how we have handled your complaint, you have the right to contact the Information Commissioner's Office to raise your concerns about how we have processed your information or how we have responded to your request to exercise any of your rights in relation to your information:

  • Telephone them on 0303 123 1113
  • Visit their website at
  • Write to them at:

    Information Commissioner's Office

    Wycliffe House

    Water Lane



    SK9 5AF