Democratic Services - 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). 

The Council’s Democratic Services manage governance within the Council. We publish agendas and minutes for all council decision making meetings, as well as any background information that may inform discussion. We also process information to facilitate wider public involvement through the live streaming/ virtual publishing of Council meetings. We will process petitions submitted to the Council.
Democratic Services also support elected members, the Chairman of the Council and organise civic events. 

The Council has appointed Veritau Ltd 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?

The Council’s Democratic Services may collect the following categories of personal data: 

•    Name
•    Address 
•    Contact details (telephone number and email address)
•    Details of any representations, contributions or complaints you may submit to the Council
•    Digital footage (visual and/or audio) of your participation in the democratic process

Why do we collect your personal information? 

We collect your information for the following purposes:
•    To facilitate service delivery
•    To undertake statutory functions or to comply with a legal obligation to which the Council is subject
•    To support the Council in fulfilling its democratic duty such as enabling you to participate in the democratic process
•    To maintain a record of Council meetings and decision making and facilitate public observation of such meetings
•    To allow us to contact you via post, email or telephone
•    To enable us to process and investigate complaints submitted against Council members (if it meets the threshold to be reviewed by Democratic Services).
•    To consider any petitions submitted to the Council to which you have signed (if it meets the threshold to be reviewed by Democratic Services).

The Council formally publish agendas and minutes for all official meetings held by the Council on our website. Therefore, any contributions you make through your participation in the democratic process will be included in the agendas/minutes and be accessible to the public unless restricted due to confidentiality. Reports and records of decision-making will also be published accordingly unless restricted due to confidentiality. 

To encourage participation and engagement, and ensure transparency, the Council allows the virtual observation of Council meetings therefore, audio and visual footage of meetings will be made available to any individual whom wishes to observe a meeting. The recordings are published via YouTube. This is compliance with the Openness of Local Government Regulations 2014.

Who do we obtain your information from?

The categories of personal data we collect, as outlined above, will be collected from you directly (as the data subject) or from a representative acting on your behalf. 
Who do we share this information with?
Information you provide may be shared with Elected Members and if it is a matter of public record (such as names of people who have made representations on a Licensing Application), then this may be included on the relevant agenda/minutes

How long do we keep your information for?

Information held in relation to Council meetings (agendas, minutes and background papers) is retained for six years.

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 

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

The legislations, policies and guidance that relate to this service includes, but is not limited to:
•    The Local Government (Access to Information) Act 1985
•    Local Government Act 1972 
•    Openness of Local Government Regulations 2014

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