Councillors' Information - Privacy Notice

This Privacy Notice is designed to help you understand how and why the Communications Team at Selby District Council processes your personal data. This notice should be read in conjunction with the Council’s Corporate Privacy Notice.

Who are we? 

Selby District Council is a ‘Data Controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR). 

Democratic Services provide a support service for Elected Members of the District Council to help them fulfil their duties. Councillors need to provide the Council with information in relation to their role as a Councillor. 

 The Council has appointed Veritau to be its Data Protection Officer. Their contact details are: Data Protection Officer, Veritau, West Offices, Station Rise, York, YO1 6GA,, telephone 01904 552848.

What personal information do we collect?

Selby District Council will collect the following categories of personal data in relation to Councillors:

•    Personal identifiers (your name, address, date of birth, email addresses, etc)
•    Records of any training you undertake during your time with the Council
•    Information about your attendance of Council meetings (including minutes of any contributions you make)
•    Information regarding your interests registered/declared and details regarding declared gifts/hospitality
•    Emergency contact information of those you identify (name and contact details)
•    Financial information (bank account information, tax information, national insurance and pension contributions) 

We will also collect the following categories of special category information: 

•    Information about membership of any political groups and voting records
•    Information about your ethnicity, religious beliefs and trade union membership (for the purposes of equality monitoring)

Why do we collect your personal information? 

We process your information to fulfil our obligations associated with you holding office. 
We also have a statutory duty to make a record of Council meetings (agendas/minutes) and decisions arising from such meetings and make these available to the public therefore, any contributions you make to such meetings may be included. Audio and visual footage of such meetings may be published on YouTube for wider public viewing. 

Who do we obtain your information from?

All information we collect to support you in your role as a Councillor (outlined above) will be collected directly from you. 

Who do we share this information with?

We will share information, internally within the Council, as per the following:

•    Finance – The Council’s finance department will process your information in connection with facilitating payments of allowances and expenses. 
•    Democratic Services – The Democratic Services department will process your information to create and public minutes of meetings and records of decision making recording your attendance and contributions to such meetings. The department will process the categories of personal information outlined above to support you in your time in office.
•    Legal Service and Corporate Management – These departments will process your information in order to contact you in relation to your duties. 

Externally to the Council, we will share information with the following parties:

•    HMRC 
•    Local Government Association (LGA)
•    Any other external body to which you are appointed by the Council. 

Please note, agendas, reports, and meeting minutes are published via the Council’s website for public viewing. Recordings of meetings may also be made publically available as required (via Youtube).

Your name address, Council email address, contact telephone number (if provided by you), photograph, political affiliation and ward will be published on our website. 

Information on attendance at meetings, interests declared/registered, representation on outside bodies and voting records will also be included on our website. 

How long do we keep your information for?

Personal Identifiers information is kept for the duration of term of office.
Register of Interests information is kept for 18 months following vacation of office. 
Financial information is held for six years from the date you leave office.
Information about attendance at meetings and voting records - minutes of meetings are held indefinitely

What is our lawful basis for processing your information?

Selby District Council relies on the following lawful basis to process your personal data:

UK GDPR Article 6 (1)(c) – processing is necessary for compliance with a legal obligation to which the controller is subject. 

UK GDPR Article 6 (1)(e) – processing is necessary for the performance of a task carried out in the public interest 

When processing special category data, the Council will rely on the following lawful basis:
UK GDPR Article 9 (2)(g) – processing is necessary for reasons of substantial public interest with processing meeting Schedule 1, Part 2 of the Data Protection Act 2018 as below:

•    (6) Statutory purposes
•    (8) Equality of opportunity or treatment

The legislations, policies and guidance that relate to this service includes, but is not limited to:
•    Local Government Act 1972

For more information about how the Council uses your data, including your privacy rights and the complaints process, please see our Corporate Privacy Notice.