Councillor Privacy Notice

Who we are and what we do?Councillors are elected to the local authority to represent their own community, so either live or work in the local area. They have a wide-ranging role with three main areas of responsibility;

  • Town representation

  • Decision Making

  • Community Leadership

Elected members are data controllers in their own right and must ensure that any personal information they hold / use in their office as an elected members is treated in line with GDPR and the Data Protection Act 2018. 


Why your information is needed and used

As my role as a Councillor, I will make use of personal data provided by you and council officers, to enable me to provide you with a detailed response to complaints and enquires.

 

In accordance with the data protection laws, I need a "legal basis" for collecting and using information about you. There are a variety of different legal bases for processing personal data which are set out in the data protection laws.

The legal bases on which I rely in order to use the information which I collect about you for the purposes set out in this notice will be:

  • Public Task – Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

Consent or explicit consent of the constituent making the request (or any other relevant persons where this is appropriate). I will not use your information for marketing or sales purposes without your prior explicit consent. 

 

What information is held

Information that may be held is personal data i.e. names, addresses, email addresses and phone numbers.

Generally the information I hold will have been provided to me by you, but I may also hold information provided by third parties, including council departments where this is relevant and necessary for the provision of my service.

I will only ask for personal information that is appropriate to enable me to deliver my service. Processing of your personal information will be undertaken in accordance with the principles of the Data Protection legislation. Access to personal information is restricted to authorised individuals on a strictly need to know basis.


Who your information may be shared with

I may share information about you with council officers and their agents where appropriate.  Where this occurs our council officers and their agents shall be required to ensure that they adhere to the security requirements imposed by the data protection laws.

Our council officers and their agents will only be able to use the information for the purposes already communicated to you   

 I may also be required to share your information with other councillors who are required to ensure that they adhere to the security requirements imposed by the data protection laws.

 

How long your information is kept

I will process your personal data until I have resolved your issue and may store electronic data and paper records for a period of four years. This is to allow me to build up case history and to return to your records when further matters arise.

Where I have relied on your consent to use your data, I may store electronic data and paper records for a period of four years or until you remove your consent for me to use it.

 

Rights Related to Automated Decision Making and Profiling

I do not use any form of automated decision making or the profiling of individual personal data.


Your Rights
Access to Information

You have the right to request access to the information I have about you.

Information Correction

If you believe that the information I have about you is incorrect, you may contact us so that we can update it and keep your data accurate.

 Information Deletion

If you wish for your information to be deleted this can be carried out upon request, to delete the information about you.

Right to Object

If you believe that your data is not being processed for the purpose it has been collected for, you may object

Complaints

If you have a complaint regarding the way your personal data has been processed you may make a complaint to myself  and/or the Information Commissioners Office casework@ico.org.uk Tel: 0303 123 1113

If you wish to exercise any of your rights including your right to access your personal information, please contact me using the details provided on the Lymington and Pennington website.