Council Governance Services - Privacy Notice

In order to provide this service, we may need to process some or all of the following categories of personal information about members of the public, and Elected Members:

• name
• address
• telephone number
• email address

Councillor personal information – such as:

• your name
• address
• telephone number

Audio visual images captured at meetings held in the Council Chamber and published on the Council’s website and You Tube channel.

We collect your information from you directly

• by asking you to complete an online form for requesting the Civic Mayor to attend an engagement
• via email or a letter when submitting a question to
• Full Council
• Cabinet
• when submitting a Councillor enquiry
• when submitting a petition to the Council, or
• by seeking your input into Scrutiny meetings.
• by entering the Council Chamber during the filming of a meeting of Council or one of its Committees your images and any audio such as statements or questions you may ask may also be recorded.

Your information might be used to:

• check that you are a resident of the Borough and are eligible to ask a question at one of the Council’s meetings
• submit a petition to Council
• used for future correspondence in respect of attendance at civic events
• record your attendance or participation at a meeting

The council audio visually records a number of its meetings which are subsequently published on its website and the Council’s You Tube channel. If you have asked a question, or participated in a discussion, some information about you will be included in these records. This will form a record of the proceedings of the meeting and support openness and transparency in the Council’s decision making processes.

 

The table below sets our the legal basis for each of the activities that this Privacy Notice covers:

Personal Data Activity	Legal basis - GDPR Article 6	S8 DPA (delete as appropriate)	UK Legislation
Providing support and advice to Councillors, Officers and Members of the Public   Audio/Visual images	(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority [you must state the function and what legislation applies for this condition or for which the applicable legislation is too numerous to list here]	(a) the administration of justice, (b) the exercise of a function of either House of Parliament, (c) the exercise of a function conferred on a person by an enactment or rule of law, (d) the  exercise  of  a  function  of  the  Crown,  a  Minister  of  the  Crown  or  a government department, or (e) an activity that supports or promotes democratic engagement.	The Council has legal powers to record meetings by virtue of both S111 of the Local Government Act 1972 and Section 1 of the Localism Act 2011 (the general power of competence) The Openness of Local Government Regulations 2014, which apply to England, give rights to members of the press and public to use modern technology and communication methods such as filming, audio-recording, blogging and tweeting to report the proceedings of the meetings of the council.
Dealing with an enquiry to a Councillor	(1)(a) Because to do so explicit consent is provided to administer and deliver the service

Special Category Data Activity	Legal basis - GDPR Article 9	DPA 2018 condition	Other considerations
Dealing with an enquiry to a Councillor	(2)(a) the data subject has given explicit consent to the processing
Audio/Visual images	(2)(g) processing is necessary for reasons of substantial public interest.	Part 2 of schedule 1	The Council has legal powers to record meetings by virtue of both S111 of the Local Government Act 1972 and Section 1 of the Localism Act 2011 (the general power of competence) The Openness of Local Government Regulations 2014, which apply to England, give rights to members of the press and public to use modern technology and communication methods such as filming, audio-recording, blogging and tweeting to report the proceedings of the meetings of the council.

Consent (and withdrawing consent)

The Council collects and uses information about you on the basis that you have given us your consent to do so.  You may withdraw your consent and ask us not to use information about you by emailing Governance Services

By entering the Council Chamber during the audio visual recording of meetings you are consenting to being filmed and to the possible use of those images and sound recordings for publication on the Council’s website and You Tube channel. Members of the public who do not wish to be filmed should contact Governance Services before the start of the meeting.

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to.

For Councillor enquiries we may need to share your information with:

• The relevant Councillor e.g. ward Councillor or Cabinet Member
• Relevant Council departments
• The Monitoring Officer for complaints against a Ward or Parish Councillor
• The Council’s Independent Person for complaints against a Ward or Parish Councillor
• Outside Bodies who are represented by Ward Councillors -
  • https://doncaster.moderngov.co.uk/mgListOutsideBodies.aspx?bcr=1
• Outside Bodies who are represented at Council meetings, for example:
• • Union representatives
  • NHS
  • CCG
  • Police
  • Church of England Diocese
  • Parent Governors

In certain cases we may also share your information with other individuals and organisations. For example, if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will securely delete the information. After we deliver a service to you, we have to keep your information as a business record of what was delivered. The type of service will determine how long we have to keep it. Our corporate retention guidelines show how long we keep it for different services. This ranges from days for some records to years for more sensitive records.

Audio visual recordings of meetings are published on the Council’s website. This is one of the Council’s mechanisms for increasing transparency and encouraging greater participation in how local decisions are made. We hope it will keep you better informed about the work of the Council and the decisions being made, on your behalf, by Councillors and how they are representing your views and interests. Recordings will be kept on the website for 3 years after which time they will be archived and a copy maintained within the department.

Ward and Parish Councillor Declarations of Interest are kept for 1 year following the end of the Councillors term of office.

Any information that is deemed to have historical interest is kept indefinitely and archived with the Council’s archivist.

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them. You can request information about yourself by making a subject access request on this page of the Council’s website.

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them.

They can be contacted via the methods below:

Website: www.ico.org.uk

Telephone: 0303 123 1113

Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF