Privacy Notice - Co-Opted Members

To comply with Data Protection legislation the Council needs to provide you with the following information (and the information about your rights).

Data Controller:       

Spelthorne Borough Council, Council Offices, Knowle Green, Staines upon Thames, TW18 1XB

Data Protection Officer:

Clare Williams, Spelthorne Borough Council, Council Offices, Knowle Green, Staines upon Thames, TW18 1XB Spelthorne Borough Council's Data Protection Officer can be contacted at data.protection@spelthorne.gov.uk.

Summary

This privacy notice explains what personal information is collected, what it is used for and who it is provided to. The notice also describes why we require your data, and the legal basis on which we do this.

What personal information does the Council collect?

Information is processed by Spelthorne Borough Council for any purpose relating to your role as a co-opted member of a Council Committee.  This information may include:

• your image and audio recordings made at Council meetings
• name, address, date of birth and contact details
• register of interests, gifts and hospitality register
• your attendance at meetings
• the allowances and expenses you receive
• the training you receive
• any complaints about your conduct in relation to the Code of Conduct for Members (if you are covered by the Code)

Some of this information has to be published by law or is information the Council makes available for inspection by the public.

What is your personal information used for?

The Council uses your personal data, including any health and financial information, for the purposes of administering your role as a co-opted member of a committee.

What is the lawful basis we are relying on?

We collect and use this information because it is necessary to perform our public tasks (Art 6(1)(e) of the General Data Protection Regulation (GDPR). Where special category data (such as health information) is held this is held for processing in the substantial public interest (including public administration and equality of opportunity and treatment) (Art 9(2)(a) GDPR))

Who will we share your personal information with?

The Council will share your information where it is under an obligation to do so, in order to protect public funds or if necessary for legal claims or law enforcement purposes or where you have given your consent.

How long will we keep your information?

The Council will hold your personal data for the duration of your term as a co-opted member.  The periods for which your data is held after the end of your role as a co-opted member are available in our retention schedule. 

Your personal information and your rights

You have a number of legal rights in relation to your personal information. These apply regardless of your status with the Council.

You can:

• access and obtain a copy of your data on request; to request a copy of this information you must make a subject access request in writing
• require the Council to change incorrect or incomplete data
• require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• to object to how your information is used
• ask the Council to stop processing data for a period if data is inaccurate or there is a dispute about whether your interests override the Council's grounds for processing data
• to challenge any decisions made without human intervention (automated decision-making)

You can make a subject access request by completing the Council's form for making a subject access request, please click on the following link -

Access request form

If you believe the Council has not complied with your data protection rights, you can complain to the Information Commissioner either in writing to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or at www.ico.org.uk.

This is an independent body responsible for making sure that organisations comply with Data Protection legislation. The ICO will always expect you to have raised your concerns with us before submitting a complaint.