As a local councillor, any personal information I gather or use you about you as a person living in my ward is my responsibility.
This may include your contact details (e.g. name, telephone number, e-mail address) but also more sensitive information about you, such as information about your health or ethnicity.
I do this in order to act on your behalf when dealing with your enquiry/complaint.
The legal reason for retaining your information
The law says that councillors may only gather and use information for legal reasons. The relevant reasons for us are:
- Explicit consent
In asking me to act on your behalf, you have given permission for me to use and share your information. - Undertaking a task in the public interest
That your information must be used in order to undertake my role as a local member.
For sensitive information such as information about health or race, we would rely on your consent.
Sharing your information
In order to provide you with a response, your information may be shared with the Council's departments and, if necessary, with other organisations (e.g. the Health Board, Housing Associations).
Retention period for your information
I will retain details about your case for up to 18 months after the matter has been concluded, and will securely dispose of all the personal information I possess at the end of my term as a councillor (unless your case needs to be transferred to the new member - your permission will be sought to do so).
Security
I will keep your information secure at all times.
Your rights
You have the right to obtain a copy of your information. Also, under some circumstances, to rectify any inaccuracies, delete, restrict, object to or move your information.
You may withdraw your consent by informing me that you do not wish for me to process your information any longer.
Complaints
Any complaints about the how your information was dealt with should be referred to me in the first instance. If it is not possible to resolve the matter in the first instance, you may contact the Information Commissioner's Office:
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113
Website: https://ico.org.uk/make-a-complaint/ (opens in new tab)