Privacy Notice - Residents Associations

What we do with your data

Spelthorne Borough Council (SBC) is committed to protecting your privacy and security. This notice explains how and why the council use your personal data, to ensure you remain informed and in control of your information.

Who we are and how we process your data

The council uses the data you supply, or we obtain from public sources, to provide information about items of interests to the residents of the borough including activities, events, meetings, news releases and consultations.  We may also send information of public/public health significance eg such as in the Covid pandemic.

Spelthorne Borough Council is the data controller for the personal data that we use, and we are doing so under the basis of the UK General Data Protection Regulation Article 6(1)(e) - processing is necessary for the performance of a public task.

What information we may collect

Name, email, telephone, Residents Association website. We will only collect your postal address if you do not have an email address.

Who might we share your information with?

If you have given us permission to publish some or all of your information on the council website please note these are accessible from around the world.

Participation in any video conferencing meetings (such as by MS Teams) may involve your personal data. Please be aware that any participants of the conference call can record or screengrab the meeting - unfortunately this is outside the council's control. If you do not wish for your personal information to appear in the video conference, please switch off your microphone and webcam, and just include your Residents Association's name when you join the meeting.

We may share your data with others, but only where this is necessary; either to comply with our legal obligations or as permitted by Data Protection legislation.  This includes for the purpose of the prevention and/or detection of crime.

We will never share your information for marketing purposes.

How long will we keep your data for?

The information is kept for a maximum of 6 years after your last contact with us, although we will remove your personal information from our active documents within 3 months of you requesting that we do so. 

Your rights

You have the following rights:

• you have the right to be informed via Privacy Notices such as this.
• you have the right to request access to and to receive a copy of any information we hold about you (including in an electronic format) - to request a copy of this information you must make a request in writing (known as a subject access request).
• if you find that the information the council holds about you is no longer accurate, you have the right to ask to have this corrected,
• you have the right - under certain conditions - to ask us to erase your personal data,
• you may request that SBC stops processing your personal data in relation to any council service (this may delay or prevent us delivering a service to you, we will seek to comply with your request but may be required to hold or process information to comply with our legal duties),

To exercise any of these rights contact the Data Protection Officer.  The Data Protection Officer manages the Council's compliance with Data Protection legislation by providing advice, guidance and training on the handling and sharing of personal information.

Spelthorne Borough Council's Data Protection Officer may be contracted by emailing Data.Protection@spelthorne.gov.uk or by writing to the Data Protection Officer at Spelthorne Borough Council, Council Offices, Knowle Green, Staines-upon-Thames, TW18 1XB.

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.

For further information contact the Community Development team at Community.Development@spelthorne.gov.uk

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