This privacy notice outlines how the Electoral Services at Warwick District Council collects, uses and safeguards any personal data you provide when undertaking a Community Governance review.
Why are we collecting your personal data?
The review is being conducted under the Local Government and Public Involvement in Health Act 2007, with the council acting as the principal authority responsible for undertaking such reviews.
What personal data (information) do we collect?
Personal data* (information) that is collected via email, online forms or written letters may vary depending on the situation. This can include:
- Contact information: name, email address, phone number and postal address
- Communication details: correspondence via email, phone, letter, or social media
* The term ‘personal data' relates to any data that could potentially identify a specific individual. The following are classified as ‘personal data’: name, age, address, postcode, place of birth, date of birth, gender and national insurance number. Additionally, any information that can be used directly or in conjunction with other data to identify, contact or locate an individual is considered personal data.
Who uses this information?
The information is used by the Electoral Services Team, to understand who has made a representation in respect of the proposed Community Governance Review.
The comments submitted will also be provided in public documents, in a redacted form (so as not to identify individuals) to the Council’s Audit & Standards Committee when it considers the consultation responses. It should be noted submissions by organisations will not be redacted.
What authority does the Council have to collect and use this information?
General Data Protection Regulation 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.
Why do we use your personal data?
We use your personal data for the following purposes:
- To manage, and consider the responses to the consultation
- To contact you if further clarification or information is needed
- To update you on the Community Governance Review
Who are we likely to share this information with?
We may sometimes share the information we have collected about you where it is necessary, lawful and fair to do so. In each case we will share only the minimum amount of information, only when it is required and with:
- The Courts, judges, Crown Prosecution Service, employment tribunals, the Coroner
- Legal representatives of other parties
- The Police and other crime enforcement agencies.
- Other public authorities (e.g. councils, government departments such as HMRC, DWP, Immigration etc)
- Land Registry
- Elected Members & MPs (as your representatives)
- Contractors providing IT services
Note: the lists above are not exhaustive. From time to time, we may be obliged to review our data processing requirements in light of current circumstances and new legislation.
How do we keep this information secure?
Your information is stored securely within windows based file structure. These have strict password access and usage policies and procedures.
How long do we keep this information?
Records are kept for no longer than 6 years after the review is concluded. All records are destroyed securely when we no longer require them.
What are your rights?
Under data protection law, you have rights, including the following:
- Right of access – You have the right to ask us for copies of your personal information.
- Right to know – You have the right to know how we process your information.
- Right to rectification – You have the right to ask us to correct personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. Where possible, we will seek to comply with your request, but we may be required to hold or process information to perform our functions under the law.
- Right to withdraw consent – You have the right to withdraw consent at any time if we rely on your consent to process your information.
- Right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
- Right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
Further details and contact information
If you wish to make a request for personal data or other information, please complete this form.
If you have any concerns or questions about how your personal information is handled, please contact our Data Protection Officer at information@warwickdc.gov.uk
For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner at:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AFTel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
Alternatively, visit ico.org.uk or email casework@ico.org.uk.
The Warwick District Council Privacy Notice is available on the Warwick District Council website.