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Privacy notice for Democratic Services

What do we use the information for?

Democratic services is responsible for administering a range of committee meetings, panels, boards and working groups and as well as providing direct support to elected members. 

The majority of council committee meetings are transacted in public, although some meetings, reports and minutes are ‘exempt’ from publication in accordance with Schedule 12A of the Local Government Act 1972.  Agendas and public reports for all council committee meetings are made available to the public five clear working days in advance of meetings, in accordance with statutory requirements and are published on the council’s website. The council also broadcasts the majority of its public meetings via its YouTube channel.

Council’s Committee Meetings YouTube channel (external website)

Democratic services collect, process and hold your personal information in order to provide our services effectively. 

  • To enable regulatory matters where you are either an applicant, objector or appellant to be considered through council committee meetings such as Licensing Committee, Licensing Act 2003 Committee and/or sub-committee, Housing Committee, Education Transport Committee and the Planning Committee and its sub-committees
  • To enable the council to communicate with electors who wish to register to ask a question at meetings of full Council and residents who wish to speak at meetings of the Planning Committee or its  sub-committees 
  • To enable the council to proceed with an appeal you have lodged against a decision that has been taken in relation to your child's schooling, in order that we can contact you to arrange hearings or to inform you of the outcome of those hearings
  • To enable the council to proceed with an appeal you have lodged against a decision that has been taken in relation to a child’s exclusion from school, in order that we can contact you to arrange hearings or to inform you of the outcome of those hearings
  • To ensure any petition you have led which is to be considered by one of the council’s committees is dealt with in accordance with the council's petitions scheme
  • To enable information provided to an elected member, to be used to investigate and respond to your request for advice, guidance or information or to investigate and respond to your enquiry or complaint.

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? 

Democratic services collect and process the following personal information about members of the public, consultants, elected members, members of the committees, panels, boards and working groups and appellants: 

  • Personal information (including full name, full residential address, date of birth)

  • Contact details (such as email address, telephone number)

  • Characteristics (such as race, disability)

  • Identifiable information (including NI number)

  • School preferences.

On what grounds do we use the information?

Democratic services collect and lawfully process your personal information under the following:
  • Local Government Act 1972
  • Local Government (Access to Information) Act 1985
  • Local Government Act 2000
  • Licensing Act 2003
  • Police and Justice Act 2006
  • Local Government and Public Involvement in Health Act 2007
  • Local Democracy, Economic Development and Construction Act 2009
  • Localism Act 2011
  • Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
  • Openness of Local Government Bodies Regulations 2014
  • Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020.
We process personal data for the following reasons:
  • GDPR Article 6(1)(a) - the data subject has given consent to the processing of his or her personal data for one or more specific purposes
  • GDPR Article 6(1)(b) - processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract
  • GDPR Article 6(1)(c) - processing is necessary for compliance with legal obligation to which the East Riding of Yorkshire Council is subject
  • GDPR Article 6(1)(e) - processing is necessary for the performance or task carried out in the public interest or in the exercise of official authority vested in the controller.
We process special category data for the following reason:
  • GDPR Article 9(2)(a) - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject.

How do we collect this information?

We may collect information in the following ways:

  • Paper, electronic or online forms/ applications

  • Email

  • Telephone

  • Letter

  • Face to face, with one of our employees, or one of our partners.

Who do we share your information with?

Democratic services 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 other public service bodies including the police, the NHS, the Department for Work and Pensions, schools and charities. 

We may also disclose your information to the following third parties:

  • Elected members appointed to committees
  • School Admission Panel members
  • Independent Exclusion Panel members
  • Local councillors. 

The reasons why we may share your data with other public bodies and third parties are as follows:

  • To undertake school exclusion reviews
  • To undertake school admission appeals 
  • To consider regulatory matters where you are an applicant, objector and appellant
  • To monitor and improve our performance and delivery of services
  • To proactively work to resolve any issues raised
  • For the prevention and or detection of crime
  • Where necessary to protect individuals from the risk of harm or injury 
  • Where otherwise permitted under the General Data Protection legislation.

The majority of council meetings are transacted in public although some meetings, reports and minutes are ‘exempt’ from publication in accordance with Schedule 12A of the Local Government Act 1972. Agendas and reports for most council and committee meetings are made available to the public five days in advance. Minutes and details of decisions are also published on our website once available. If you are an independent member of a committee / a witness or expert on a committee your name could feature within the membership or as an attendee at a meeting, and contact details will be held on file. Petitions, questions and statements will be published on our website which will include the name of the submitter / lead petitioner.

The Openness of Local Government Regulations 2014, which apply to England, give rights to members of the press and public to use modern technology and communication methods such as filming, audio-recording, blogging and tweeting to report the proceedings of the meetings of the council. 

Please note, we will only disclose your sensitive or confidential 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?

Democratic services has 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 providing you with a service.  

For information on how long your information will be held, visit the retention page

What rights do you have?

The rights that you have depend upon the grounds upon 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 been involved with democratic services will have the following rights:

  • The right of access - you are entitled to see the information that we hold about you
  • The right to rectification - we will amend information accordingly, if any information the service holds about you is incorrect
  • The right to restrict processing - you may wish to limit how we use your data
  • The right to object - in addition to the right to limit the use of your data, you also have a right to object to the use of you data for certain actions
  • The right to erasure/ right to be forgotten - in certain circumstances, you may be able to ask for some of the information we hold to be deleted. The service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis.

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. 

Information Commissioner’s Office (external website)

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 24 January 2021.

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