How we use your personal data


Sheffield City Centre BID Limited (‘Sheffield BID’) of Sheffield Technology Parks, Cooper Buildings, Arundel Street, Sheffield S1 2NS confirms that we comply with data protection legislation. Sheffield BID operates the Mobile Sheffield hire scheme from Unit 1, Surrey Street, Sheffield S1 2LH. 

Privacy – Mobile Sheffield users

Your key questions answered for service hirers and website users (www.mobilesheffield.co.uk).

What information do you collect about me?
Your name and address (including your home address), date of birth, email and any telephone numbers you provide to us for the purposes of hiring mobility equipment. We also ask, during a hire period, for the name and phone number of someone to contact in an emergency. We also ask for two forms of ID for first time hirers. This ID is verified by a member of Sheffield BID’s Welcome Team. We do not make copies of your ID. 

Do you store information on my device when I use your website?
We use “cookies” as described in Appendix 1 of this policy.

How will you use the information you collect about me?
We will use it to provide you with the service you have requested. The personal information that we request is a requirement of our public liability insurance in providing the hire service to you. If you have provided us with your consent to contact you with any additional information we will use it for that purpose and that purpose only. However, we always reserve the right to use information to prevent fraud and to protect against abuse, misuse or unauthorised use of service and to protect the property of the public and to protect our own rights and properties including taking investigative and/or legal and/or regulatory advice. 

Will you share my information with anyone else?
We do not share your information with any third parties except for the purposes of fraud prevention or protect legal rights as stated above. We will share information if we are required to do so for any legal or regulatory purpose. 

Will my data be transferred outside of the UK and, if so, what safeguards are in place?
Only in very limited circumstances we do transfer your Personal Information (email address only) to countries outside the European Union. In each instance we only use organisations that are certified through the EU-US Privacy Shield Framework, designed to ensure compliance with the legal requirements of the European Union. For example, we use automated marketing platforms such as Mailchimp.com (for email marketing) and SurveyMonkey.co.uk (for customer satisfaction surveys). 

In addition, where we use the payment processor Stripe to process donation payments, Stripe’s services in Europe are provided by a Stripe affiliate—Stripe Payments Europe Limited (“Stripe Payments Europe”) – an entity located in Ireland. In providing Stripe Services, Stripe Payments Europe transfers personal data to Stripe, Inc. in the US.

How is my data stored?
To prevent unauthorised access, maintain data accuracy and ensure the correct use of information, we have in place appropriate physical, electronic and managerial procedures to safeguard and secure the information we collect. We ensure that we collect the minimum information that we need to provide you with the service you have requested. 

How long is my data kept for?
We keep your data for the minimum period we consider necessary to resolve any queries and to ensure legal and regulatory compliance. We currently consider this period to be 12 months from the date of your last equipment hire. If you have provided us with data concerning a child the data will be deleted 3 months from the date of the last equipment hire. We reserve the right to amend or review our storage policies from time to time. We do not guarantee that we will keep your data for the 12-month period if our policies and procedures change and it may be deleted well within that period. 

What happens to any financial information I give you?
Sheffield BID does not have access to the payment card details that you enter online when making a donation. These are processed in an encrypted format using a third-party payment processor www.stripe.com. Stripe’s services in Europe are provided by a Stripe affiliate—Stripe Payments Europe Limited (“Stripe Payments Europe”) – an entity located in Ireland. In providing Stripe Services, Stripe Payments Europe transfers personal data to Stripe, Inc. in the US (see section below regarding safeguards).

Will I be sent information I did not ask for? 
In line with the existing ePrivacy Regulation, we will use your personal information as an existing customer to keep you informed about our services. This may include email communications relevant to content on the Mobile Sheffield website or to keep you informed of relevant changes to the service, which may also include planned outages and operational changes to the website or changes to our hire service. If you do not want to receive such communications, you will be able to unsubscribe within the email. 

What are my rights?
Once you have provided us with your data it is stored, processed and retained in accordance with our policies to provide you with the service you have requested. You can apply for a copy of your data at any time by contacting the Data Protection Officer – manager@sheffieldbid.com. We will comply with any current data legislation by adopting reasonable methods of checking your identity and providing you with such data as you are legally entitled to within appropriate timescales.  

Do I have any other rights?
Yes. You have the right to be informed about how we collect, store and use data. This statement provides that information. You also have the right to require us to rectify or update information about you which is inaccurate (but as we hold limited information for a limited period, we will not update our records unless you ask us to). You do not have an automatic right to require us to delete your data before our usual deletion period, but we will always try to accommodate such a request if we can.  

Do I have any obligations to you?
In the event of an emergency during a hire period, we ask for an emergency contact name and telephone number. By providing us with any third party data you confirm that you are sure that the person consents or will have no objection to their name and telephone number being provided for this specific purpose only. 

Who should I contact if I have any queries or if I have a complaint?
Any queries or concerns should be sent to manager@sheffieldbid.com; or you can contact the Information Commissioner on 0303 123 1113. More information can be obtained from www.ico.org.uk/concerns 

Appendix 1

Cookies 

Cookies are not strictly necessary for the provision of our website and services but by using the Service, you consent to the use of cookies. Our Cookies Policy below explains what cookies are, how we use cookies, how third-parties may use cookies on the Service, your choices regarding cookies and further information about cookies. 

What Are Cookies 

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. Cookies are then accessed by the originating website on each subsequent visit. When you visit one of our websites, we serve a cookie to your computer. Cookies may be used in the following ways: To enable the personalisation features on our website (which give you the ability to recall recently viewed pages and see information which you have input online); and To compile anonymous, aggregated statistics that allow us to understand how users use our website and to help us improve the structure of our website. We cannot identify you personally in this way. Two types of cookies may be used on our websites; “session” cookies, which are temporary cookies that remain in the cookie file of your browser until you leave the site and “persistent” cookies, which remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie).

Necessary cookies

Necessary cookies help make a website more usable by enabling basic functions like page navigation and access to secure areas of the website. The website may not function properly without these cookies. 

Statistic cookies

Statistic cookies help website owners to understand how visitors interact with websites by collecting and reporting information anonymously. 

Marketing cookies

Marketing cookies are used to track visitors across websites. The intention is to display ads that are relevant and engaging for the individual user and thereby more valuable for publishers and third party advertisers. 

Third Party Cookies

In some cases, we do use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site. Google Analytics

We use a Google Analytics cookie to hold information about your visit to our site. This helps us better identify the use and popularity of our services and how successfully the website is functioning. We use Google Analytics to analyse the use of our website. This helps us better identify the use and popularity of our services and how successfully the website is functioning. If you do not wish to allow Google Analytics to track you on this website or any others you can install the Google Analytics Opt-out Add-on to your browser. This can be found at http://tools.google.com/dlpage/gaoptout. Alternatively, you can prevent the setting of cookies by adjusting the settings on your browser. See the section on Disabling Cookies below for more information. Google’s privacy policy is available at https://www.google.com/policies/privacy/ 

Disabling / enabling cookies

You can accept or decline cookies by modifying the setting in your browser. The “help” portion of the toolbar on most Internet browsers will tell you how to change your browser cookie settings, including how to have the browser notify you when you receive a new cookie, and how to disable cookies altogether For further details on how to do this please visit the educational sources http://www.allaboutcookies.org and http://www.youronlinechoices.eu. Please note that if you disable cookies you may not be able to use all the features of our websites. 

Policy last updated: 28 September 2021