For the Swap to Stop online form, Bristol City Council is a joint data controller with North Somerset Council and South Gloucestershire Council for the purposes of the Data Protection Act 2018 and other regulations including the UK General Data Protection Regulation (UK GDPR). This means these local authorities decide what your personal data is used for and why it is collected.
The purpose of this privacy notice is to tell you about how we collect and use personal data in connection with our service. We may update this privacy notice from time to time. When we do this, we will communicate any changes to you and publish the revised privacy notice on our website. This privacy notice should be read alongside the council's corporate privacy notice.
Our main address is City Hall, College Green, Bristol, BS1 5TR and our contact details can be found on the Bristol City Council website.
The Swap to Stop scheme provides adult smokers who want to quit with a free vape kit. People aged 18 years or over, who live in Bristol, North Somerset or South Gloucestershire, and currently smoke tobacco are eligible for Swap to Stop.
Bristol City Council oversees the Swap to Stop online form (online form) on behalf of North Somerset Council and South Gloucestershire Council. If you access and register for Swap to Stop through the online form, we will collect a minimum amount of personal information that means we can safely deliver this scheme to you. We will store your personal information for a period of time before deleting it entirely.
The online form is for Bristol, North Somerset and South Gloucestershire residents, so we will share information with North Somerset Council and South Gloucestershire Council. If you are a North Somerset or South Gloucestershire resident, your council may contact you to offer additional support.
Swap to Stop is a national scheme and we are required to report anonymised data to the Department of Health and Social Care. This data will be grouped together and sent off without any identifiable details, so no individual person can be identified.
To provide this service, we will collect and use some or all the personal information below:
We get most of this information from you and from what we learn about you through your use of our services, but we may also get some information about you from:
We use this information for one or more of the following reasons:
The information below shows the legal bases we are relying on to use your personal or special category (sensitive) personal information.
You can see a list of the full legal bases we may rely on by looking at our main privacy notice.
Our lawful bases for using your personal information are to exercise our tasks in the public interest.
The relevant legal gateway is: Local Authorities (Public Health Functions and Entry to Premises by Local Healthwatch Representatives) Regulations 2013/351
Special category (sensitive) personal information
Our additional conditions for using your special category information are:
Sometimes we may need to share your information, but we will only do so where we have a valid legal basis to share data. We will only share the minimum information for each circumstance. We may share some of your personal information with one or more of the following:
We may also use data processors to support our activities, for example by providing systems we need or delivering services on our behalf. These processors are:
No personal information is routinely sent or held outside the UK. Should the transfer of personal information outside the UK become necessary, it will only take place if permitted by law, and then only where there are appropriate safeguards in place to protect the data.
We will hold this information for as long as it is needed, or if we are required to do so by law. In practice this means that your personal information will be retained until the end of the project.
After this, your personal information will be deleted.
The law gives you a number of rights to control what and how personal information is used by us, including the right to access a copy of your personal information and withdraw your consent when we rely on your permission to use your personal data.
Full details about how we use and share your data and your rights can be found on our Corporate Privacy Notice. If you are unable to access our digital Privacy Notice, please contact Citizens Services whom will be able to send a hard copy.
To update or correct your information if it is inaccurate please contact Citizens Services.
To access a copy of your personal information, more details and how to make a request can be found on the data protection subject access requests page on the council website.
You can exercise any of these rights, ask questions about how we use your personal data or complain by contacting us at data.protection@bristol.gov.uk or by writing to our data protection officer at:
Data Protection Officer
Information Governance
Bristol City Council
City Hall
PO Box 3399
Bristol
BS1 9NE
If you think we have dealt with your information inappropriately or unlawfully, you have the right to complain to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: Information Commissioner’s Office website.
Next annual review date: 16/01/2026
Version number for this privacy notice: v1