Privacy Notice

Privacy Notice – Pembrokeshire Circle, Share, Repair and Extend


The Pembrokeshire Circle is a network of organisations who are working together to share items through a Library of Things, organise Repair Cafés and extend the life of items through re-use, upcycling, repair or re-manufacture.  This privacy statement set out how Pembrokeshire County Council’s services as part of the network will collect and use personal data.


Why do we collect and keep your personal information?

We collect and use your personal information so that we can:

·    Contact you

·    Validate your identify

·    Take a payment for goods and services

·    Ensure you and others are safe

·    Assess what you need from us and deliver the right service to you

·    Share information with other members of the Pembrokeshire Circle to ensure you get the right service

·    Help the Council prove what it delivers to the Welsh Government

·    Prepare reports and allow people to check we are doing things correctly



We follow the General Data Protection Regulation 2018 and the Health and Safety at Work Act.

·    We will only collect the information that we need to provide you with our service.

·    Your information will be secure and confidential at all times

·    We may check your information with other people to ensure that you are receiving the correct service.


If we use your information for marketing, you will be asked to give us your consent before we do it.


If we share information we will make sure the person who receives it also follows the General Data Protection Regulations 2016.


What information do we collect?

Personal information is provided to us when someone visits one of our stores or workshops, someone registers as a member of the Library of Things to either borrow or buy goods, if someone volunteers for or is employed by one of our services.  We will always collect and hold only the information we need for the specific service we are providing.   

·    Your name, address, contact details, are collected so that we can identify who you are and contact you.

·    Date of birth is collected to ensure you meet the eligibility requirements for our services.

·    For volunteers and employees, will also collect information relevant to this including national insurance number and documents proving right to work in the UK.


Special category information is more sensitive information which we have to treat more carefully.  

We collect this information because it is in the public interest and to meet our obligations under the Equality Act, under the Health and Safety at Work Act and under the Social Care and Wellbeing Act (Wales)

If you are volunteering or employed with us, then we may collect special category information:

·    Your gender, race and ethnicity are collected to ensure equal opportunities,

·    Information about your health and about any disability including any barriers you face is collected to ensure equal opportunities and so that we meet your needs and keep you safe.

·    If applicable information about your benefits and employment situation is collected to enable us to help you improve your employment status.

·    If applicable details of the current support you receive and what support you might like or need.


Why are we allowed to collect and use your personal data?

The way we use your data will depend on the service you receive and is required to enable us to deliver our service to you. For the service provided, itt is because one or more of the following apply:

·    You have entered into a contract with us and we need the information to fulfil the contract.

·    You have given us consent to use the data for marketing purposes

·    we have to legally collect or process the information

·    for your safety

·    we can’t perform our service to the public without it



We will only collect special category data to ensure that your rights are met and that we meet Equal Opportunity rules and health and welfare needs. .


Who will we share your information with?

To enable us to provide the right service to you, we may need to share your personal information with other parties. These will include:

·         Employability Pembrokeshire

·         Members of the Pembrokeshire Circle (a current list can be found at

·         Department of Works and Pensions (Access to Work team)

·         Welsh Government

·         Other teams and services within Pembrokeshire County Council to assist in the service being provided.

·         Other agencies, eg. Police, to meet our legal requirements.


Pembrokeshire County Council has to protect the public funds it manages. The information you provide may be used to prevent or defect fraud or for auditing purposes both internally and externally.


How long do we keep hold of your information?

We only hold information for as long as is necessary.  Information will be held securely and retained in line with the Pembrokeshire County Council Retention Schedule.  Please contact us for a copy of the current retention schedule. 


Your information will be securely disposed of once this period has lapsed.


4. Your Rights.

You have rights in relation to the information we hold about you.

·    If the information that we hold about you is wrong or incomplete then we must correct it.

You may have the right to:

·    ask for some information to be deleted.

·    ask that information is only used for some things.

·    say we should not collect or store your information.


5. Access to my personal information?

You can find out if we hold any information about you by sending a letter to:

Access to Records Team

Pembrokeshire County Council

County Hall, Haverfordwest, SA61 1TP


6. Complaints or Queries.

This privacy notice does not provide full details of how we collect and use personal information.  Please contact us if you require additional information. 


Any requests for additional information should be sent to the address below:

Data Protection Officer

Pembrokeshire County Council

County Hall, Haverfordwest, SA61 1TP

Email: Telephone: 01437 764551


If you want to make a complaint, you can contact the Information Commissioner:

Information Commissioner’s Office

Wycliffe House, Water Lane, Wilmslow, SK9 5AF

Email case Telephone No: 0303 123 1113


Our Details as Data Controller


Pembrokeshire Circle, Share, Repair and Extend team  c/o Norman Industries

Tel: 01437 763650



7. Changes to this privacy notice.

We keep our privacy notices under regular review