Assisting the democratic process

Assisting the democratic process

Home > How we use your information > Councillors and committees privacy data > Assisting the democratic process



Why we collect information about you?

We collect information about members of the public who wish to become members of the Independent Remuneration Panel or Independent Persons on the Standards Committee:

  • to enable us to contact you to invite you to attend meetings and to send meeting papers.
  • to enable us to make a payment to you as applicable.

What information do we collect about you?

The information we collect about you may include your name, postal address, telephone number, email address, bank details, national insurance number and date of birth.


Who do we share the information with?

  • Elected Councillors - name only.
  • Other Council departments, Finance.
  • Third party contractors e.g. printers.
  • Auditors, as all data captured may be subject to audit reviews.

Is any information transferred to or stored on servers based outside the European Economic Area?

No.


How long do we keep your information?

We keep information about you according to our retention schedule (pdf, 69 KB).


Who do we collect information from?

You.


What are the consequences if we do not collect the data?

You would be unable to participate in meetings or receive payment as applicable.


Are any decision about you made by automatic means?

No.


Last updated: 11 May 2018 (LC)


Civic



Why we collect information about you?

We collect information for the purpose of organising and/or facilitating civic and community events on behalf of the Mayor of Tewkesbury Borough.


What information do we collect about you?

The information you give us may include your name/title, postal address, email address, telephone number, bank details, disability requirements, dietary requirements or other information supplied by you. Photographs may be taken at Civic events in accordance with the Council’s communications data policy (pdf, 385 KB).


Who do we share the information with?

  • Venues - If you are attending an event organised by the Council on behalf of the Mayor of Tewkesbury Borough, we share your name and dietary requirements with the venue.
     
  • Event Organisers - If you are organising an event which you would like the Mayor of Tewkesbury Borough to attend, we share your contact information and details of the event with the Mayor.
  • Finance - We share information with the Finance department in order to send/receive payments associated with civic and community events attended or organised by the Mayor of Tewkesbury Borough. 
  • Auditors, as all data captured may be subject to audit reviews.

The Council’s Customer Services team will require your contact information and bank details if you are paying for a ticket to an event over the telephone - Democratic Services do not have access to this information.


Is any information transferred to or stored on servers based outside the European Economic Area?

No.


How long do we keep your information?

We keep information about you according to our retention schedule (pdf, 69 KB).


Who do we collect information from?

  • You.
  • Third parties e.g. the Mayor of Tewkesbury Borough.

What are the consequences if we do not collect the data?

The Council will be unable to facilitate or organise civic or community events.


Are any decision about you made by automatic means?

No.


Last updated: 11 May 2018 (LC)


Councillors and Honorary Aldermen

Councillors and Honorary Aldermen

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Why we collect information about you?

We collect information about elected Councillors to:

  • satisfy regulatory and legislative requirements relating to your role including the Localism Act 2011 and the Local Government (Committees and Political Groups) Regulations 1990;

  • enable Democratic Services, other officers, partner organisations and Councillors to communicate with you and support you in your role;

  • make your contact details available to the public to enable them to contact you in relation to Council business and in your role as a Ward Councillor.

We collect information about former Councillors that have been invested as Honorary Alderman in order to:

  • invite you to Civic and Council events;

  • provide you with information you have requested in relation to your role as an Honorary Alderman e.g. Committee papers.


What information do we collect about you?

Current Councillors

  • Name, postal address, email address, telephone number(s).

  • Photograph for your security pass and for public display, e.g. on our website, and inclusion in other Council documents.

  • Emergency contact details.

  • Dietary requirements.

  • You and your spouse/partner’s disclosable pecuniary interests, e.g. your employment and any corporate tenancies, will be required for your Register of Interests form.  Any other relevant personal interests e.g. associations with public/charitable bodies may also be declared on this form.

  • Bank details, date of birth, National Insurance Number for the purposes of paying your allowance(s).

  • Vehicle make, vehicle model and car registration if you wish to claim mileage expenses.

  • Name, address and date of birth of any dependants and the name, address and telephone number of their carer if you wish to make a claim under the Dependants’ Care Scheme.

Information to comply with the Council’s Management of Occupational Road Risk Policy which requires an annual check of Councillors’ driving licence, insurance, MOT and road tax (link to policy) – we do not retain this information once the check has been completed.
 

Former Councillors

We retain the following information about your time as a Councillor for historical purposes:

  • name.

  • political party.

  • the year in which you were first elected.

  • the Ward you represented.

  • Committee membership.

  • Outside Bodies representation.

    If you are an Honorary Alderman we also collect the following information:

  • Postal address, email address and telephone number(s).


Who do we share the information with?

Current Councillors

  • Finance – We share any information collected in relation to the payment of allowances, mileage and subsistence and/or reimbursement of care expenses with the Finance department.

  • Members of the public – we make your name, postal address, telephone number, Council-supplied email address, photograph and relevant details relating to your role as a Councillor e.g. Committee membership, appointment to Outside Bodies, meeting attendance etc. available to the public on the Council’s website.  Constituents must be able to contact you by phone, email or letter. 

    We have a statutory requirement to publish allowances and expenses paid to each Councillor for the financial year.

    Your Register of Interests forms are available for public inspection in accordance with the Local Government Act 1972.

  • Internal Council departments which require access to your contact details for the purpose of administration, enabling the democratic process or assisting you in Ward work.  This would normally be the details available on the public website – Democratic Services would only pass on your personal email or telephone number if you need to be contacted urgently or in case of an emergency.

    Honorary Aldermen / Former Councillors

  • Venues – If you are attending an event organised by the Council on behalf of the Mayor of Tewkesbury Borough we share your name and dietary requirements with the venue. 

  • Auditors, as all data captured may be subject to audit reviews.


Is any information transferred to or stored on servers based outside the European Economic Area?

No.


How long do we keep your information?

We keep information about you according to our retention schedule (pdf, 69 KB).


Who do we collect information from?

You.


What are the consequences if we do not collect the data?

The Council will be unable to fulfil its statutory obligations and would not be in a position to support you in your role as a Councillor or support the public in engaging with their elected Councillor(s).


Are any decision about you made by automatic means?

No.


Last updated: 11 May 2018 (LC)


Public participation

Public participation

Home > How we use your informationCouncillors and committees privacy data > Public participation



Why we collect information about you?

We collect information about members of the public in order to:

  • enable participation in Council/Committee meetings e.g. public speaking at Planning Committee, question to Council;
  • allow you to submit a petition;
  • pass on your details to Councillors so they can address your queries.

What information do we collect about you?

The information we collect about you may include your name, postal address, telephone number, email address and position/role where appropriate.


Who do we share the information with?

  • Members of the public - anyone speaking at a public Council or Committee meeting will be introduced at the meeting and your name may appear in the Minutes of that meeting but we will not publish your contact details.
  • Elected Councillors.
  • Other Council departments.
  • Third party contractors e.g. printers.
  • Other interested parties – if you are speaking at Planning Committee, we will only share your information with other interested parties with your consent.
  • Auditors, as all data captured may be subject to audit reviews.

Is any information transferred to or stored on servers based outside the European Economic Area?

No.


How long do we keep your information?

We keep information about you according to our retention schedule (pdf, 69 KB).


Who do we collect information from?

  • You.
  • A petition organiser.
  • Anyone registering you to speak at Planning Committee e.g. your agent.

What are the consequences if we do not collect the data?

Members of the public would be unable to participate in Council or Committee meetings.


Are any decision about you made by automatic means?

No.


Last updated: 11 May 2018 (LC)


Room hire



Why we collect information about you?

We collect information in order to facilitate the hire of rooms in the Tewkesbury Borough Council Civic Suite.


What information do we collect about you?

  • Name of organisation and title of meeting.
  • Booking contact details - name, email address, telephone number.
  • Person to be invoiced - name, postal address, email address.
  • Any information which is sent to us in advance for display at the meeting e.g. powerpoint presentations.

Who do we share the information with?

  • IT Department - We share any electronic information which is sent to us for display at the meeting with the IT Department for transfer onto a laptop – Democratic Services do not retain this information.

  • Finance Department - We share the information about the person to be invoiced with the Finance Department in order for an invoice to be sent requesting payment. 

  • Customer Services - We share the name of the organisation/person the booking is for and the booking contact details with Customer Services so they can direct people to the correct room and resolve any issues on the day of the meeting.

  • Property Services - If hot drinks are required for the meeting, we share the booking contact details and the information about the person to be invoiced with the Property Department in order for the necessary arrangements to be made.  You will be invoiced separately for refreshments.

  • Auditors, as all data captured may be subject to audit reviews.


Is any information transferred to or stored on servers based outside the European Economic Area?

No.


How long do we keep your information?

We keep information about you according to our retention schedule (pdf, 69 KB).


Who do we collect information from?

  • You.
  • Any person making a booking on your behalf.

What are the consequences if we do not collect the data?

We would be unable to hire rooms.


Are any decision about you made by automatic means?

No.


Last updated: 11 May 2018 (LC)