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- Why we collect information about you?
- What information do we collect about you?
- Who do we share the information with?
- Is any information transferred to or stored on servers based outside the EEA?
- How long do we keep your information?
- Who do we collect information from?
- What are the consequences if we don’t collect the data?
- Are any decision about you made by automatic means?
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?
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.
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.
We retain the following information about your time as a Councillor for historical purposes:
the year in which you were first elected.
the Ward you represented.
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?
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?
How long do we keep your information?
We keep information about you according to our Member services retention schedule (pdf, 69 KB).
Who do we collect information from?
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?
Last updated: 11 May 2018 (LC)