Democratic Services Committee Privacy Notice

Why are we collecting your personal data?

This privacy notice outlines how the Democratic Services committee team at Stratford-on-Avon District Council collects, uses and safeguards any personal data you provide when using our services or interacting with us. We will collect only the personal data necessary to fulfil our legal obligations and deliver the services you require

What personal data (information) do we collect?

Personal data* (information) that is collected may vary depending on the situation. This can include:

• Contact information: Name, email address, phone number and postal address.
• Communication details: Correspondence via email or phone.
• Signatures.

* The term ‘personal data' relates to any data that could potentially identify a specific individual. The following are classified as ‘personal data': name, age, address, postcode, place of birth, date of birth, gender and national insurance number. Additionally, any information that can be used directly or in conjunction with other data to identify, contact or locate an individual is considered personal data.

Who uses this information?

The information is used by the Democratic Services committee team. It may also be shared with other Council departments or external partner agencies where necessary and, only when legally permitted, to fulfil our obligations, assist in safeguarding or deliver services more effectively.

What authority does the Council have to collect and use this information?

Under the UK General Data Protection Regulation (2018), the Council collects and uses this information under powers given to local authorities (councils). We process your personal data on the following legal grounds:

(a) You have provided consent for us to process your data for specific purposes.

(b) Processing is necessary for the performance of a contract with you or to take steps at your request before entering such a contract.

(c) Processing is necessary for compliance with a legal obligation to which we are subject.

(d) We need it to perform a public task, which means carrying out a public function and/or power that is set out in law. For example, a public task we may need to perform is the administration of committee meetings, under the Local Government Act 1972.

In circumstances where we do not have the legal authority to use your information, we will try to obtain your prior consent. Examples of our current legislation are shown in Appendix 1 below.

Why do we use your personal data?

We use your personal data for the following purposes:

• To provide you with information and services that you request.
• To contact you with information about events and services that may interest you, if you have consented to receive such information.
• To respond to your enquiries, complaints or requests.
• To make requests for service.
• To conduct investigations into complaints.

Who are we likely to share this information with?

We may sometimes share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will share only the minimum amount of information, only when it is required and with:

a) Other Stratford-on-Avon Council departments (such as Heads of Service, Planning, etc) to:

- provide advice and assistance to you

- assist in undertaking their or our legal duties, including the enforcement of legislation

Note: the lists above are not exhaustive. From time to time, we may be obliged to review our data processing requirements in light of current circumstances and new legislation.

How do we keep this information secure?

Your information is stored securely on a database and document management systems. These have strict password access and usage policies and procedures.

How long do we keep this information?

We have a retention schedule which details how long we keep various types of records. Records are kept for no longer than 6 years unless there is a legal requirement to keep them for a longer period. All records are destroyed securely when we no longer require them.

What are your rights?

Under data protection law, you have rights, including the following:

• Right of access – You have the right to ask us for copies of your personal information.
• Right to know – You have the right to know how we process your information.
• Right to rectification – You have the right to ask us to correct personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. Where possible, we will seek to comply with your request, but we may be required to hold or process information to perform our functions under the law.
• Right to withdraw consent – You have the right to withdraw consent at any time if we rely on your consent to process your information.
• Right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
• Right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

Further Details and Contact Information

If you wish to make a request, please see the details in this link.

If you have any concerns or questions about how your personal information is handled, please contact our Data Protection Officer at data.protection@stratford-dc.gov.uk.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit ico.org.uk or email casework@ico.org.uk

My District Privacy Notice is available on the Stratford-upon-Avon website at my-district-privacy-notice

Appendix 1 – Relevant Legislation