|Website URL : http://www.molevalley.gov.uk/index.cfm?articleid=50448|
Privacy Notice for Councillors
This notice is provided by your Councillors, within the context of the changes required by the EU General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA).
What type of information does a councillor need?
When a councillor deals with your enquiry, they might collect the following personal information in order to help you:
In some cases, such as assisting you with specific issues they may require:
If it is relevant to the service or to provide the support you have asked for they might handle special category data such as race or ethnic group, sexuality and sexual life, religious or philosophical beliefs, trade union membership, genetic and biometric data, physical or mental health, as well as criminal convictions.
Where relevant personal data is processed in the course of actioning a request for assistance by the constituent raising it then councillors are able to rely on (implied) consent as the lawful basis for the processing. Please inform your councillor if you do not want your personal information to be passed on to others who could be asked to assist in resolving the issue.
For the special category data, such as your medical information, councillors should rely on the following conditions:
Who might my personal date be shared with?
Councillors may need to pass your personal details and the circumstances of your query/complaint to council officers in order to allow the council to look into the issue.
If you have contacted a councillor about a personal or policy issue, they may pass your personal data on to a third-party in the course of dealing with your request or query, such as other local authorities, government agencies, public bodies, health trusts and regulators. Wherever possible, the councillor should let you know when they have shared information.
Any third parties with whom your data is shared are obliged to keep your details securely, and to only use your data for purposes already communicated to you.
If you specifically ask a councillor not to disclose information identifying you to other third parties it is necessary for them to contact, they will try to respect that. However, it may not be possible to progress a matter for you on an anonymous basis.
Councillors will not pass personal details of constituents who contact them to anyone else
Your individual rights
Right of access - you have the right to request a copy of the information that councillors hold about you.
Right of rectification - you have a right to correct data that councillors hold about you if it is inaccurate or incomplete.
Right to be forgotten - in certain circumstances you can ask for the data councillors hold about you to be erased from my records.
Right to restriction of processing - where certain conditions apply you have the right to ask councillors to restrict [quarantine] any processing of your data.
Right of portability - in certain circumstances you have the right to have the data councillors hold about you transferred to another organisation.
Right to object - you have the right to object to certain types of processing, such as direct marketing.
Right to object to automated processing, including profiling - you have the right to ask for a decision made on wholly automated basis which legally affects you to be reviewed by a human being.
How long we keep your information
Your councillor will process your personal data until your matter has been resolved and will store electronic data and paper records for a period of three years (or, in respect of complaints, 6 months after your complaint has been finalised). This is to allow your Councillor to build up case history and to return to your records should further matters arise.
In the event of a complaint regarding the processing of your personal data you should contact the councillor(s) involved immediately.
Information Commissioner's Office
If you wish to exercise any of your rights relating to the processing of your personal data by your councillors including your right to access your personal information, please contact your councillor directly in the first instance. Contact details can be found at this webpage: Who Are Your Councillors
© 2019 Mole Valley, Pippbrook, Dorking, Surrey, RH4 1SJ.
Tel: +44 (0)1306 885001 Fax: +44 (0)1306 876821, 2019.