Privacy notice Council committee and sub committee audio recordings and minutes

Spelthorne Borough Council is processing your personal information for the purposes of Council, Committee and Sub-Committee meetings.

In order to comply with the Data Protection Act 2018 and the UK General Data Protection Regulation, Spelthorne Borough Council must provide you with the following information about the personal data you give to us:

What information does the Council collect?

Spelthorne Borough Council streams Council, Committee and Sub-Committee meetings on our public facing Youtube channel. The personal information that is broadcast will contain your audio and video personal information. Your name is also broadcast in the meeting to note attendance. You may wish to provide further personal information during the meetings however, this is not required by Spelthorne Borough Council. Any information you decide to provide during the meeting will be broadcast around the world. Contact details are also processed to facilitate your attendance to the meetings.

Why does the Council process personal data?

The Council processes this information to allow us to facilitate your attendance to the meetings. If you choose to speak at a Council, Committee, Planning Committee or Licensing Sub-Committee meeting you will be addressed by your name in order that the meeting may run smoothly. Your comments will be recorded in order that the Council may perform its statutory duties under various legislation including the Licensing Act 2003, the Town and Country Planning Act 1990 and the Local Government Act 1972.

When we process your personal information, we are doing so under:

UK GDPR Article 6(1)(e) 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,

And where required by a legal obligation, UK GDPR 6(1)(c) processing is necessary for compliance with a legal obligation to which the controller is subject.

Who does the Council share your personal data with?

We will share your personal data with other Committee Members and publish your personal information on our streaming channel. The Councils YouTube channel is accessible online from around the World.

How long does the Council keep your data?

With the exclusion of Licensing Sub-Committees and Planning Committees, the Council will continue to hold your personal data for 6 months in audio/visual format on the Council's YouTube channel. After 6 months your personal data will be held in audio/visual format on the Council's internal systems for a further 6 months before being permanently deleted.

Audio recordings of Licensing Sub-Committees held in accordance with the provisions of the Licensing Act 2003 or Gambling Act 2005, will be removed from the website upon conclusion of the hearing. Your personal data will be held in audio format on the Council's internal systems until the period for appeal following a decision has expired, or until such time as any appeal has been dispensed with, before being permanently deleted.

In relation to Planning Committee meetings, the Council will hold your personal data for 6 months in audio/visual format on the Council's YouTube channel. After 6 months your personal data will be held in audio/visual format on the Council's internal systems for a further 6 months, or until such time as any appeal is dispensed with, before being permanently deleted

Minutes of all meetings are kept in perpetuity. Your contact details are kept until the end of the meeting.

For further information about how the Council uses your personal data, including your rights as a data subject, please see below. 

If you have any direct enquiries, Spelthorne Borough Council's Data Protection Officer can be contacted at data.protection@spelthorne.gov.uk.

The GDPR provides the various rights regarding your personal data; for further information please see the data protection rights page on our website.