Democratic Services Privacy Notice
Privacy Notice for Democratic Services
Meetings of the General Assembly of the Council, Cabinet, Committees, Boards and Panels must be open to the public and press, unless they are excluded in certain circumstances, for example confidential or exempt related items on the agenda.
Processing activity - it is necessary for us to collect, store and process your personal data:
- when you exercise a right to speak at for example quasi-judicial remote or physical meetings, in accordance with our constitutionally adopted procedures
- when you use our petitions’ service
- when you participate as external participants in our remote or physical overview and scrutiny meetings
- when you respond to our advertisements for Independent Members on our Deed, Trust and Obligations Committee
- when you respond to our advertisements for Independent Persons (Member Code of Conduct related matters)
- when you are invited to civic events
Information requirements - in order to provide this service, we may need to process some or all of the following categories of personal information:
- email address
- home address
- job title
- physical office address
- telephone number
Lawful bases - our lawful bases for processing your personal information are:
- our legal obligation(s) under the Local Government Act 1972
- our legal obligation(s) under the Local Government (Access to Information) Act 1985
- our legal obligation(s) under the Local Government Act 2000
- our legal obligation(s) under the Localism Act 2011
- our legal obligation(s) under the Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
- our legal obligation(s) under the Openness of Local Government Bodies Regulations 2014
- where needed for the performance of a task carried out in the public interest under the laws that apply to us or the exercise of official authority vested in us
Data sharing - the majority of our meetings are held in public. Agendas and reports for meetings are published on our website five clear working days’ before the meeting. Minutes and details of decisions are also published on our website once available. If you have asked a question, or participated in a discussion for example, at a quasi-judicial meeting, some information about you may be included in our minutes. Please note that websites can be seen throughout the world, and not just in the United Kingdom where UK law applies.
We may share your data if we are required to do so by law – for example, by court order, or to prevent fraud or other crime. We rely on a number of exemptions, which allow us to share information without needing to comply with all the rights and obligations under the Data Protection Act 2018. Please refer to the Kent and Medway Information Agreement for further details on our sharing arrangements.
Retention period - we will keep your information for as long as it is required in order to comply with legal and regulatory requirements. Draft minutes will be retained until the minutes have been agreed, at the next following remote or physical meeting of the body concerned. Please refer to our Democratic Services Information Asset Register for specific retention periods applying to our datasets.
Copies of agendas and minutes are kept as a permanent historical record.
Right to object - where processing your personal information is required for the performance of a public interest task (see our lawful bases above), you have the right to object on ‘grounds relating to your particular situation’. We will have to demonstrate why it is appropriate for us to continue to use your personal data.
Changes to this Privacy Notice - we review this Privacy Notice regularly and will place updates on our website.
Please refer to our:
- Corporate Privacy Notice;
- Petitions Service Privacy Notice;
- Virtual Meetings - Remote Access Privacy Notice,
for further details of how we process your personal information and for details on your additional rights.