Democratic Services - Privacy notices

Last updated: 02 March 2021 

The following privacy notice applies to Warwickshire County Council’s Democratic Services activity which includes its commissioning of District and Borough Councils to provide the administration of elections within Warwickshire.  

It should be read in addition to the council’s Staff Privacy Notice and the overall Customer Privacy Notice. 

Our purpose for processing is to provide and support a range of democratic and governance services for Warwickshire, such as: 

• To support the democratic decision-making process of the County Council, including provision of Council meetings 
• To support the process for electing and the administration support of County Councillors, including Co-opted members and Independent Chairs 
• To support the Lord Lieutenant of Warwickshire 
• To support the Police and Crime Panel 
• To support the Local Pension Board 
• To support the Joint Health Committees 
• To support the Fire Service Pension Board 
• To receive, and process petitions made to the Council 

At Council elections we receive and process the following information from District and Borough Councils in regard to the elected members: 

• Name 
• Address 
• Contact telephone numbers 
• Email address 

We will then collect and process the following information:  

• Name 
• Title 
• Date of Birth 
• Partner’s name 
• Address 
• Contact telephone numbers 
• Email address 
• Car make, model and registration 
• Details of disabilities where appropriate for car parking arrangements 
• Bank and account details 
• National Insurance number 

For Register of Interests declaration 

• Employment, office, trade or profession or vocation, sponsorship, contracts, licences or corporate tenancies with WCC, any beneficial interests in bodies with a place of business or land in WCC’s area.  
• A declaration of interests of spouse, civil partner or someone with whom the member is living with as such. 

Our lawful basis for processing this personal information is: 

• Public task as part of the council’s official functions 

We may also process the following special category information 

• Visual images, e.g., photographs and video council meetings 
• Trade union membership  
• Political affiliation  
• Ethnicity  
• Gender 
• Dietary Requirements 

Our lawful basis for processing this personal information is: 

• Substantial public interest on the basis of UK law 

For significant legislation and associated regulations governing our processing see: 

• Local Government Act 1972 
• Representation of the People Act 1983 
• Local Government (Access to Information) Act 1985 
• Local Government Act 2000 
• Localism Act 2011 
• Local Authorities (Referendums)(Petitions)(England) Regulations 2011 s.12 
• Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012 
• Openness of Local Government Bodies Regulations 2014 
• Public Records Act 1958 and 1967 

District and Borough Councils share the basic personal information of the elected member with WCC Democratic Services as stated above. 

We may share your information with the following: 

• HR & Payroll 
• ICT Services 
• Monitoring Officer where appropriate/required to do so including to administer and enforce Code of Conduct 

The name, address and contact details of elected members will ordinarily be made public. 

Information will only ever be shared when it is strictly necessary to help us provide effective services and you may have the right to refuse. We will not pass it onto any other parties unless required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a legal data protection exemption. 

Information will be held in line with the Council's Retention & Disposal Schedule 

Name, dates of tenure and committee positions held will be kept as records of historical value. 

All other personal information will be held until the end of the year of the elected members tenure, plus 6 years. 

Account details will be reviewed annually, and inactive registrations deleted.  

Petitions will be held for the current year plus 6 years and on the website for 1 year from presentation. 

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention, and/or where legal proceedings have commenced or are contemplated such that the Council's duties around disclosure of documents or preservation of evidence override standard retention. 

Your information rights for this service are set out below. 

• Access to your personal information

For rectification, restriction of your personal information, or to object to the processing of your personal information – contact us by email at: democraticservices@warwickshire.gov.uk 

Rights of Erasure and Portability are not available for this service. 

This service does not use Automated Decision Making or Profiling as a process. 

See our overall privacy notice for further contact details and if you have a complaint about your information rights.