Privacy Notice - Elected Mayor's Office

Who is the Data Controller for the information I provide?

Spelthorne Borough Council is the "data controller". This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such information.

What we collect and why we collect it

The Mayor's Office manages the Elected Mayor's appointments and events, and also deals with all phone calls and correspondence received by the Elected Mayor's office. This correspondence may include your name, your address/email address and the detail of your enquiry.

We may also collect your name and address, along with any other relevant information about any events that you attend or organise, the Mayor's Office may ask you to fill in an event form in order for the Mayor to attend your event.  

The Mayor shares information with the Mayor's Office of those people they would like to invite.  

What is the lawful basis for processing this data?

If you have contacted the Elected Mayor's office and provided your personal information then this will be used to investigate your enquiry/problem to fulfil the task of acting in the public interest.

Where the Elected Mayor's office has been given information about other people then this would be used for the performance of a task carried out in the public interest in the council, in order for the office to assist the functions of the Elected Mayor.

Do I have to provide this information, and what will happen if I don't?

You will always have to provide your name and address/email address in order for us to process your enquiry. Any other information you provide is at your disposal, however, if you do not provide the necessary information to us, we may not be able to provide you with the assistance you are seeking, for example contacting the Elected Mayor.

What are the principles on which you protect my data?

We will comply with data protection legislation. This says that the personal information we hold about you must be:

1.    Used lawfully, fairly and in a transparent way.

2.    Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

3.    Relevant to the purposes we have told you about and limited only to those purposes.

4.    Accurate and kept up to date.

5.    Kept only as long as necessary for the purposes we have told you about.

6.    Kept securely.

Who will your information be shared with?

We will share information with other departments of the Council including councillors, as necessary in order for us to answer your enquiry.

The council's finance department will also process your personal data if you pay to attend an event.

We will not disclose your personal information to third parties for marketing purposes.

For events the Elected Mayor's Office will share the guest list (which may include dietary requirements and access requirements) with the relevant venue. 

The Elected Mayor's Office may often receive concerns or issues regarding other bodies and therefore may need to refer the question or complaint to them. If it is deemed necessary to pass your information on to a third party we will check with you before passing on any details. We would not generally pass personal details of residents who contact the Elected Mayor's office without checking unless we were required to do so by law or where this is in connection with a criminal investigation.

How long will you keep this information for and why?

The council will generally hold your data for up to 7 years after our last correspondence with you, or after an event has been held, unless we are required to hold it longer for lawful reasons, i.e. in connection with criminal investigations. Our retention periods will always be in line with our retention schedule.

How will my information be stored?

The information will be stored on various computer systems depending on the reason why we have obtained it, or in locked paper storage if we have received your information via letter or other paper means.

Is my data secured?

We have put in place appropriate security measures to prevent your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal information to those employees and third parties who have a business need to process it. Third parties will only process your personal information on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.

Will this information be used to take automated decisions about me?

No

No fee usually required

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Will my data be transferred abroad and why?

No

What rights do I have when it comes to my data?

Your duty to inform us of changes it is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes. Your rights in connection with personal information under certain circumstances, by law you have the right to:

• Request access to your personal information (commonly known as a "data subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it
• Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected
• Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below)
• Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it
• If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal information, or request that we transfer a copy of your personal information to another party, please contact the Data Protection Officer in writing. Contact details are below

Contacts

If you have any concerns about how the Mayor's Office or the Council is handling your personal data, these can be raised with the Council's Data Protection Officer:

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

Email: data.pProtection@spelthorne.gov.uk

You also have the right to make a complaint to the Information Commissioner's Office (ICO). 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