My account - online forms
If you last used your account on or before Tuesday 1 August 2023 you will need to register again
What do we use the information for?
For the purposes of this notice, a Code of Conduct complaint is a complaint that is submitted to the Standards Committee Assessment Sub-Committee for consideration, which may subsequently be considered by the Standards Committee or at a Standards Committee Hearing.
For the purposes of this notice, a Complaint against a Councillor is a complaint that is not submitted for consideration to the Standards Committee Assessment Sub-Committee because it either does not fall within the jurisdiction of the Standards Committee or because the Monitoring Officer has used their delegation to filter out the complaint – please see the Standards Committee’s adopted process and procedures for further information.
The committee management team collects, processes and holds your personal information in order to provide our services effectively.
To record your Code of Conduct Complaint against a Councillor
To contact you with acknowledgement of your complaint and if the matter is referred for investigation, or for other action
To record a councillor’s response to a complaint made against them and to contact the relevant Councillor(s) during the course of an investigation or ‘other action’
We also use information to improve our services so that they are more appropriate to people’s requirements. We recognise that your personal information is important to you, and we take our responsibilities for ensuring that we collect and manage it proportionately, correctly and safely very seriously.
What information do we hold and use?
We collect and process the following information for a Code of Conduct complaint:
On what grounds do we use the information?
The committee management team collects and lawfully processes your personal information under the following:
We process personal data for the following reasons:
How do we collect this information?
We may collect information in the following ways:
Who we share your information with?
We may disclose your information with others, but only where this is necessary to either comply with our legal obligations or as permitted by Data Protection legislation. We may share it with:
Please note: a copy of the decision notice produced following a meeting of the Standards Committee Assessment Sub-Committee, is available for public inspection on the council’s website. The decision notice contains the name of the complainant (unless the Assessment Sub-Committee has resolved to withhold their name), the name of the councillor and a summary of the complaint.
If an investigation into a Code of Conduct complaint is required, the investigating officer will produce a final report detailing their findings. Please note that once the final copy of the report is produced, it will usually be made public and will be available to view by all members of the public on the council’s website. The report contains the name of the complainant (unless the Assessment Sub-Committee has resolved to withhold their name), the name of the councillor and a summary of the complaint.
Anonymised details of all complaints are also circulated as part of reports submitted to the Standards Committee on an annual basis.
For a complaint against a councillor, the committee management team may disclose your information to others, but only where this is necessary either to comply with our legal obligations or as permitted by Data Protection legislation. We may share it with:
The reasons why we may share your data with other public bodies and third parties are as follows:
Please note: we will only disclose your information to a third party if we are legally required to do so, or where we have good reason to believe that failing to share the information would put you or someone else at risk of harm.
We will not pass your personal information to external organisations for marketing or sales purposes or for any commercial use without your prior expressed consent.
How long do we store it and is it secure?
The committee management team have a retention schedule in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.
For information on how long your information will be held, please visit the retention page.
What rights do you have?
The rights that you have depend on the grounds in which we collected your information. All of the rights you could have are outlined on the data protection rights page.
In most cases, people who have made either a Code of Conduct complaint and/ or a complaint against a Councillor will have the following rights:
To exercise any of your above rights, please visit the data protection rights page for more information.
Where can I find out more?
If you would like to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concerns with us in the first instance; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.
When was this privacy notice last updated?
We will continually review and update this privacy notice to reflect any changes in our services, feedback from customers, and to comply with any changes in the law. This privacy notice was last updated on 30 March 2023.