Elected and Co-opted Members - Privacy Notice

For the processing to which this notice relates to be carried out we use the following information:

• Name and address
• Bank details
• Register of Interests
• Details of gifts and hospitality received
• Details of membership of a political party (if applicable)
• Photographs to be used to access the Civic Office and for identification purposes
• Details of surgeries held (dates, time and venue)
• Details of allowances and expenses paid to you as a Councillor
• Details of attendance at meetings of the Council or its committees
• Attendance at training events
• The recording and subsequent publication of your audio visual images following recording of meetings uploaded to the Council’s website

We collect your information from you directly from personal detail forms, identification documents, forms completed throughout your term of election, for example:

• Expense claim forms
• Declaration of interests form
• Declaration of gifts and hospitality received form
• Correspondence between you and the Council
• Evaluation forms following training events

We may also collect information from other agencies/government departments (e.g. the police, Department of Work and Pensions, etc.) as required by law.

Your information might be used to maintain a record in relation to your role as an elected Member.or Co-opted Member. Some of this information is required to be made available to the public on the Council’s website e.g. details of register of interest.

The table below sets out the legal basis for each of the activities that this Privacy Notice covers.

Personal Activity Data	Legal Basis - GDPR Article 6	S8 DPA	UK Legislation
Completion of Acceptance of Office form. Completion of Register of Interest Form. Completion of the Register of Interest form. Publication of Members Allowances and expenses.	(1)(e) to do so is necessary for the performance of a task carried out in the public interest, or in the exercise of official authority	(c) the exercise of a function conferred on a person by an enactment or rule of law, (e) an activity that supports or promotes democratic engagement.	Localism Act 2011   The Local Authorities (Members' Allowances) (England) Regulations 2003

Information required by law

Completion of Acceptance of Office form – if you do not complete this form within 2 months of being elected as a Councillor you will cease to be a Councillor.

Completion of Register of Interest Form – ensure that your register of interests is kept up to date and notify the Monitoring Officer in writing within 28 days of becoming aware of any change in respect of your Disclosable Pecuniary Interests. The register must be publicly available for inspection and published on the Council website. You may contact the Governance Services Team if you would like us not to use your home address and telephone number on the Council’s website.

Where you believe any information published on your Register of Information is “sensitive information” and the Monitoring Officer agrees you need not include that information when registering that interest. “Sensitive Information” means information whose availability for inspection by the public creates, or is likely to create, a serious risk that you or a person connected to you may be subjected to violence or intimidation. The law means that you have to give us the information we have asked for on the Register of Interest form. If you don’t give us this information then you will have breached the Code of Conduct and commit a criminal offence.

Publication of Members Allowances and expenses – we are required to publish all allowances and expenses paid to Members for the period 1st April to 31st March and publish this annually on our website.

We sometimes need to share your information within the Council or with other organisations. We will only share your information when necessary and when the law allows us to, and we will only share the minimum information we need to. For certain matters we may need to share your information with:

• Rotherham Metropolitan Borough Council on the HR and Payroll management information system and for the purposes of processing pay
• Any external organisations you are appointed to by the Council
• The Department for Work and Pensions for certain benefits that the Councillors may receive.

In certain cases we may also share your information with other individuals and organisations. For example, if the sharing would help with a safeguarding issue, or help prevent a crime. Sometimes, we might share your information without your knowledge.

The Council will never sell your information to anyone else.

We will keep your information for different periods of time, depending on what we are using it for. We only keep your information for as long as we need to, after which we will either securely delete the information – the table below sets out typical timescales for each activity:

Activity	Time information kept for
Register of Interest Form	1 year following end of your term of election as a Councillor
Acceptance of Office Form	1 year following end of your term of election as a Councillor
Declaration of Interest raised at a meeting	1 year following end of your term of election as a Councillor
Gifts & Hospitality Forms	7 years (reviewed on an annual basis throughout the term of office as a Councillor)

The law gives you specific rights over your information. These rights are:

• to be informed of our use of information about you;
• of access to information about you;
• rectify information about you that is inaccurate;
• to have your information erased (the ‘right to be forgotten’);
• to restrict how we use information about you;
• to move your information to a new service provider;
• to object to how we use information about you;
• not to have decisions made about you on the basis of automated decision making;
• to object to direct marketing; and,
• to complain about anything the Council does with your information (please see the ‘Complaints’ section below).

Some of the rights listed above apply only in certain situations, and some have a limited effect. Your rights are explained further in the Individuals’ Rights Procedure on our website, as is how to make a request under one or more of them.

You can request information about yourself by making a subject access request more details are available on this page of the Council’s website.

This notice is kept under regular review to make sure it is up to date and accurate.

The Council is required by law to have a DPO. The DPO has a number of duties, including:

• monitoring the Council’s compliance with data protection law;
• providing expert advice and guidance on data protection;
• acting as the point of contact for data subjects; and,
• co-operating and consulting with the Information Commissioner’s Office (see ‘Complaints’ below).

The Council’s Data Protection Officer can be contacted by email at information.governance@doncaster.gov.uk 

If you are unhappy with the way in which your information has been handled you should contact the Council’s Data Protection Officer so that we can try and put things right. Alternatively, and if we have been unable to resolve your complaint, you can also refer the matter to the Information Commissioner’s Office (ICO). The ICO is the UK's independent body set up to uphold information rights, and they can investigate and adjudicate on any data protection related concerns you raise with them. They can be contacted via the methods below:

• Website: www.ico.org.uk 
• Telephone: 0303 123 1113
• Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF