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Privacy Notice Elected Members

Why Members collect and use your information:

Elected Members of the Council, representing the residents of a ward, as part of their work in the community, may contact officers of the Council and other organisations on your behalf to investigate your concerns and respond to your enquiries.

The General Data Protection Regulation (GDPR) allows Members to collect and use the personal information provided by you to assist you in their official role as your local councillor. Under GDPR this is known as performance of a public task.

The information a Member collects about you and how:

When a Member carries out constituency work for you, they might collect the following information in order to help you:

  • Name
  • Address
  • Contact Phone Number
  • Email address

In some cases, such as assisting you with specific issues or specific organisations, they might also need more information such as:

  • Your date of birth
  • Your national insurance number
  • Signature
  • Information about your health needs
  • Details of family members

In some rare cases, they might handle special category data such as medical or social care information, which is processed under substantial public interest.

They might collect information from you in a number of ways, for example:

  • When they meet in the community or at their surgeries
  • When you telephone them or email them
  • When you send letters

How will a Member use your personal information:

  • To investigate and respond to your request for advice, guidance or information.
  • To investigate and respond to your enquiry or complaint.

How long does a Member keep your information for:

As part of their work on your case, they will keep your information for as long as it takes to fulfil their obligations, unless there is a reason for them to keep it for longer, for instance if they are required to do so by law or under a legal obligation.

Some of your personal information such as that associated with minor correspondence such as scheduling meetings, is held for less time.

Any information they hold at the end of their term in office is either passed to the appropriate council representative or securely destroyed.

Who will they share your information with:

In some cases, to enable them to deal with your issues, they may have to share your information with other relevant organisations or bodies

Where possible, they will let you know when they have done this.

In other cases, it might not be possible to tell you that you information was shared because it relates to a public interest issue such as an investigation or police matter.

How they keep your information secure:

They will keep your information securely. In addition to the security provided on council devices, they will safeguard access to any information you provide them.

Is your personal information processed overseas?

Members do not usually send your personal information outside the UK.

Do they use your personal information for marketing?

They will not use your information or pass it to another organisation for marketing or sales purposes without your prior express consent.

Your rights:

Your information rights are set out in the law. Subject to some legal exceptions, you have the right to:

  • request that they correct information you believe is inaccurate or incomplete. You may not always be able to change the information, however they will correct factual inaccuracies and may include your comments in their records;
  • request that they delete your information when there is no compelling reason for them to continue using it.  Please be aware that in certain situations they are still allowed to keep and use your information, even when you request that it should be erased;
  • object to them using your information if you feel they have used it outside their remit. Please be aware that in certain situation they are still allowed to use your information if there are compelling legitimate grounds to do so.
  • You also have the right to request a copy of the personal information they hold about you.

To learn more about these rights please visit the Information Commissioner’s Office (ICO) website at

If you wish to make a complaint about how a Member uses your personal data, you can contact the ICO by visiting their website or by calling 0303 123 1113.

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