- What personal information do we collect?
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When you ask for my help and assistance I will need to collect some information from you. This will generally include personal information such as your name, address and contact information together with details of your problem or concern. Depending on the nature of your concern I may be required to process sensitive information (known as 'special category' data such as information about your health, racial or ethnic origins etc.). However, it will only be necessary to collect this type of information where it is of relevance to the request you are making.
- Why do we process personal data?
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The legal bases relied on for processing personal information in relation to responding to requests from constituents is: consent of the constituent making the request (or any other relevant persons where this is appropriate) necessity in pursuit of my legitimate interests as an elected representative and those of my constituent and it is assessed that these interests override any privacy intrusion involved in processing personal data about other individuals Furthermore, the additional lawful basis for processing of special category data is substantial public interest.
- Who has access to your personal data?
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As a Councillor, I may need to pass your personal details and the circumstances of your query / complaint to Council Officers in order to allow the Council to look into the issue. I may also need to share your personal details with other Councillors. I will not pass personal details of constituents who contact me to anyone else unless I am required to do so by law, in connection with a criminal investigation or there is a legitimate reason to do so. If you have contacted me about a personal or policy issue, I may pass your personal data on to a third-party in the course of dealing with your request or query, such as local authorities, government agencies, public bodies, health trusts and regulators. Any third parties with whom I may share your data are obliged to keep your details securely, and to only use your data for purposes already communicated to you. In any event, I will not use your personal data in a way that goes beyond your reasonable expectations in contacting me. If you specifically ask me not to disclose information identifying you to other third parties it is necessary for me to contact, I will try to respect that. However, please be aware that it may not be possible to progress a matter for you on an anonymous basis.
- How do we protect personal data?
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Reasonable security measures will be taken to ensure that personal information within my control is protected from accidental loss or alteration, inappropriate access, misuse or theft.
- How long do we keep your personal data?
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I will process your personal data until I have resolved your issue and store electronic data and paper records for a period of three years. This is to allow me to build up case history and to return to your records when further matters arise.
- Your rights
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As a data subject, you have a number of rights, including access to your data. A request for access can be made via our website or by sending an email to foi@runnymede.gov.uk
Data Protection Subject Access Request(SAR) | Introduction – Runnymede Borough Council
To find out more about your rights please see the ‘Your Rights’ section of our main privacy statement
If you believe that Runnymede Borough Council has not complied with your data protection rights, you should initially try to resolve it with the relevant department.
If you are unable to resolve the issue to your satisfaction contact our Data Protection Officer (DPO) who will investigate. If you remain dissatisfied with the outcome of the DPO’s review you can make a complaint to the Information Commissioner. You can find out further information on making a complaint to the Information Commissioner on their website Information Commissioner's Office (ICO)