Data Protection Privacy Notice

Service: Democratic Services

Processing Activity: Council Meetings, Minutes and Recordings

The Data Protection Officer

The Data Protection Officer can be contacted by Email here: DPO@middevon.gov.uk, or by Post at: Data Protection Officer, Phoenix House, Phoenix Lane, Tiverton, EX16 6PP

Obtaining your personal information

Data is obtained from the data subject when a request to speak at council meeting is made, at which point an officer within democratic services will collect the data subjects name, and contact details.

Use of your personal information

This personal information is collected for the purpose of administering public meetings and on the basis of a legal obligation and public task. This is under the right to public speaking set out un the following authority:

• Local Government Act 1972;
• Local Government Act 2000;
• Localism Act 2011;
• Local Government and Housing Act 1989;
• Local Government and Public Involvement in Health Act 2007;
• Local Democracy, Economic Development and Construction Act 2009;
• The Openness of Local Government Bodies Regulations 2014;
• The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012; And

The Mid Devon District Council Constitution.  Your data will be collected and stored to ensure that the details provided at public meetings is correct and that the clerk can contact you in relations to any questions about your questions and or statement or procedure when necessary.  

Who will receive or see your personal Information

Your personal information will be available to be seen by those within the relevant service and within the support services (such as the Legal Team) where necessary to carry out the purpose and by the advisers and Chair of the meeting at which you wish to speak.

Depending on our legal obligations, some of your personal information which you have given us will be accessible to the public, this will be in the form of minutes recorded and published on the website. Audio recordings are made and published, these will be published on Sound-Cloud.

Information may also be shared with partner agencies during safeguarding investigations and for fraud identification and prevention.

Personal information outside the scope of those published online will be stored securely within our IT system and will not be accessible to anyone else, including other services within the Council.

Retention

All your personal information will be held by us only for as long as is necessary and then in accordance with any legal requirements imposed upon us and the Council’s retention schedule. For more information please go to our website to view our Retention schedule.

Transferring personal information outside of the EU

Your personal and sensitive data will only be stored and processed on the servers based within the European Economic Area (EEA) or “third country” outside the EEA where the Information Commissioner’s Office has decided that the third country ensures an adequate level of protection.

Your Rights

Whatever our use of your personal information you have the right of access to that personal Information (this means confirmation that we are using your personal information, access to it as well as other details) and the right to seek rectification if the information is inaccurate. Because we are using your information on the basis of legal obligation, public task and our Contractual relationship then you also have the following rights in respect of how we use your personal information;

Contract – you have the right to data portability.

Legal obligation – you have the right to restrict processing.

Public task – the right to object and right to restrict processing.

 

Also, if you object to our use of your personal information and there is no overriding legitimate interest for us to continue using it or we have used your personal information unlawfully or it is no longer necessary for us to have the personal information, the right to erasure is also available to you.

Details on each of these rights and to how you exercise can be found on our website in the

Data Protection and Your Rights page.

Complaints

If you are dissatisfied with the way the Council has used your personal information then you may wish in the first instance to make a complaint to the Data Protection Officer. This can be done by;

Writing to: Data Protection Officer, Mid Devon District Council, Phoenix House, Phoenix Lane, Tiverton, EX16 6PP.

You can also email: DPO@Middevon.gov.uk

Alternatively, or if you remain dissatisfied following your complaint to the Data Protection Officer, you may lodge a complaint with The Information Commissioner. The Information Commissioner is the UK’s independent body set up to uphold information rights. The ICO can help and advise you on all matters relating to data protection.

Email: casework@ico.org.uk

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF