Information governance privacy notice - Privacy notices

What personal information do we collect?

We collect and processes a range of information about you. This includes

  • your name, address and contact details, including email address and telephone number
  • identification documents such as your driving licence and utility bill
  • information provided as part of a request or enquiry

We collect this information in a variety of ways. For example, data is collected through online forms, correspondence with you and referrals from other council departments.

Why do we process personal data?
We have a legal obligation to process and respond to FOI & EIR requests and your rights under data protection law such as SARs and we require your personal information in order to comply with this obligation.
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.

  • Council departments
  • Information Tribunal
  • Courts 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 third-party service providers 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. The organisation 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 Information Governance team whose job role requires access to the personal data.
How long do we keep your personal data?
We keep the register of requests for 2 years but the actual emails received are kept for 6 years in line with our email retention policy.
Your rights

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

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)