Coventry City Council complies with the Data Protection Act and the GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use personal data about you

We collect and hold personal information relating to event organisers, individuals involved in the running of events, individuals providing services and equipment to an event organiser, and individuals making enquiries and requests.

We use this information to:

  • Provide advice and guidance to event organisers and those involved in running events to help ensure they are run safely.
  • Identify those responsible for an event, and those involved in the running and provision of services to an event.
  • Check an event has the relevant documentation and certification.
  • Follow up on any advice issued.
  • To provide you with a record of the minutes relating to your event.
  • Follow up on any complaints, accidents or concerns about an event.
  • To enable us to meet all legal and statutory obligations and powers including any delegated functions that fall within the remit of Safety Advisory Groups.

We process personal data under the lawful basis of legal obligation.

What information do we collect about you?

We may collect the following personal data about you:

  • Your name.
  • Contact details.
  • Your occupation and qualifications where relevant (e.g. medical, health and safety, noise).

The data about you will be collected from:

  • Forms submitted.
  • Documentation provided.
  • Telephone conversations.
  • Meetings.

Who we share your personal data with

We will share data with:

  • Other internal Coventry City Council service areas.
  • West Midlands Police.
  • West Midlands Ambulance Service.
  • West Midlands Fire Service.
  • External agencies who may have an interest in the safe running of your event e.g. Health and Safety Executive, Transport for West Midlands.

How long will we keep your information?

We will only keep your information for as long as we need to so we can give you the service you need unless we must keep it for legal reasons. Personal information will be kept for six years from the date of the event. In respect of a criminal investigation, the data will be stored until any enforcement action is complete or a prosecution case has been heard in court and the time for a possible appeal has passed.

Your rights

You have the right to:

  1. Ask to see the personal information we hold about you.
  2. Ask us to change information we hold about you if it is wrong.
  3. Ask us to delete the information we hold about you.
  4. Ask us to limit the way we use your personal information.
  5. Ask for human intervention regarding decisions made about you by a computer.
  6. Complain to the Information Commissioner’s Office.

To exercise any of these rights please contact the Safety Advisory Group: email


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office,
Wycliffe House,
Water Lane,
SK9 5AF.

Date of last review: November 2021