Democratic services privacy notice

What personal information do we collect?
We collect and process a range of information about you. This includes: 1. your name, address and contact details, including email address and telephone number 2. date of birth, for the purposes of grant aid 3. gender We collect this information in a variety of ways. For example, data is collected through correspondence with you or your representative.
Why do we process personal data?
We process your personal data when it is necessary to meet our democratic responsibilities which is a task carried out in the public interest.
Who has access to your personal data?
Where necessary your information will be shared with the parties set out below for the purposes stated above. 1. Councillors, where you are being assisted in dealing with a complaint 2. Other council departments We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our data processors to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions and data protection laws. They are also obliged to implement appropriate technical and organisational measures to ensure the security of data. We will not transfer your data to countries outside the European Economic Area
How do we protect personal data?
We take the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Data will only be processed by members of staff authorised by us for this purpose. Access to our systems is limited to members of the democratic services team whose job role requires access to the personal data.
How long do we keep your personal data?
LGO decisions, Councillor and Ex- Councillor service records - indefinitely Complaints about councillors (from when the individual ceases to be a Councillor) - 7 years Admin files (paper and electronic), Agendas /minutes, Grant aid applications, Petitions, Councillor declarations of interest forms (from when the individual ceases to be a Councillor), Street and house to house collection records - 6 years Complaints and compliments records, Background papers - 4 years Town police clauses act, Street party applications, Councillor data protection registrations - 1 year Street trading applications - destroyed if not granted, kept whilst current
Your rights
As a data subject, you have a number of rights. You can: 1. access and obtain a copy of your data on request (known as a subject access request) 2. require us to change incorrect or incomplete data; 3. ask us to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing. Where possible we will seek to comply with your request, but we may be required to hold or process information to comply with a legal requirement. 4. object to the processing of your personal data in certain circumstances. We may still be required to hold or process information if there are legitimate grounds for doing so.