The Council and democracy Councillors privacy notice

How is personal data processed when responding to requests from constituents?

When you ask for my help and assistance I will need to collect some information from you. 

This will generally include personal information such as your name, address and contact information together with details of your problem or concern. 

The law treats some types of personal information as ‘special’ because the information requires more protection due to its sensitivity. This information consists of: 

  • racial or ethnic origin
  • sexuality and sexual life 
  • religious or philosophical beliefs
  • trade union membership
  • political opinions
  • genetic and biometric data
  • physical or mental health
  • criminal convictions and offences

It will only be necessary to collect this type of information where it is of relevance to the request you are making.

Personal information about you will only be disclosed on a ‘need to know’ basis with a relevant organisation and/or individual who is able to provide information to help address or resolve your concern. 

A relevant third party organisation and/or individual will be determined by the nature of the concern you have raised and therefore will vary from case to case. 

However, by way of example these third parties include:

  • local and/or central government;
  • elected representatives and other holders of public office;
  • landlords;
  • statutory law enforcement agencies and investigating bodies;
  • the media;
  • healthcare, social and welfare advisers or practitioners.

Any third parties with whom I may share your data are obliged to keep your details securely, and to use your data for purposes already communicated to you.

The personal information you provide or information I may receive from organisations or individuals in the course of my enquiries, will only be used to progress the problem or concern you have raised. Your personal data will not be used in a way that goes beyond your reasonable expectations.

If you specifically ask me not to disclose information identifying you to other third parties it is necessary for me to contact, I will try to respect that. However, please be aware that it may not be possible to progress a matter for you on an anonymous basis.

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