Privacy notice – contacting a County Councillor

Overview

This Privacy notice covers provision of personal data as part of communication with County Councillors in relation to Council services.

East Sussex County Council takes data protection seriously. Please be assured that your information will be used appropriately in line with data protection legislation, will be stored securely and will not be processed unless the requirements for fair and lawful processing can be met.

What information is being used?

Information being used where Councillors are contacted for advice, guidance and support in relation to provision of Council services will vary depending on the contact made and range from name, address or email address to ‘special category data’ including data concerning health, ethnicity, sexual orientation and religious or philosophical beliefs.

How will your information be used?

Personal data will only be used where it is required in order to process requests concerning delivery of Council services. Only the minimum personal information required to meet the purpose for which it has been provided, will be used.

We aim to maintain high standards, adopt best practice for our record keeping and regularly check and report on how we are doing. Your information is never sold for direct marketing purposes.

Our staff are trained to handle your information correctly and protect your confidentiality and privacy.

Your information is not processed outside of the European Economic Area.

What is the legal basis for processing your information?

Councillors will process personal information on behalf of data subjects using the public interest or substantial public interest condition where processing of personal data is in connection with their functions as elected representatives wherever this is fair and lawful.

Where it wouldn’t be fair and lawful to process personal data, consent will be sought from the enquirer or any other affected parties.

How long will your information be kept for?

Information will be kept by the Councillor for as long as required to discharge their duties as an elected representative. Where information is passed to a Council service to process, retention periods relevant to the service will apply – see the Council’s retention schedule.

Sharing your information

Any sharing of personal data is always made:

  • on case-by-case basis
  • using the minimum personal data necessary
  • with the appropriate security controls in place
  • in line with legislation.

Information is only shared with those agencies and bodies who have a “need to know” or where you have consented to the sharing of your personal data to such persons.

We may use the information we hold about you to assist in the detection and prevention of crime or fraud. We may also share this information with other bodies that inspect and manage public funds.

Use of third party organisations

East Sussex County Council may share your information with trusted external organisations to process your data on our behalf.

Any organisation commissioned by the Council will be under contractual obligation to comply with data protection legislation.

Your rights

Under data protection legislation, you have the right:

  • to be informed why, where and how we use your information
  • to ask for access to your information
  • to ask for your information to be corrected if it is inaccurate or incomplete
  • to ask for your information to be deleted or removed where there is no need for us to continue processing it
  • to ask us to restrict the use of your information
  • to ask us to copy or transfer your information from one IT system to another in a safe and secure way, without impacting the quality of the information
  • to object to how your information is used
  • to challenge any decisions made without human intervention (automated decision making)

Please visit data subject rights for further details.

How to find out more or complain

Should you have any further queries on the uses of your information, please speak directly to our service:
Democratic Services Team
Email: democratic.services@eastsussex.gov.uk
Tel: 01273 481935

Or write to us at:
Member Services Manager
East Sussex County Council
County Hall, St Anne’s Crescent
Lewes
East Sussex BN7 1UE

To complain about the use of your information, please contact our Customer Services Team or our Data Protection Officer.

Further information on making a complaint.

You can also contact the ICO for further information or to make a complaint:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

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