Read about the information you send to us and what we will use it for.

Privacy notice

1. Identity of the Data Controller and contact details

As an elected Councillor within Rushmoor Borough Council, I am the data controller accountable for the processing of personal information in connection with requests received from constituents who contact me in my role as a ward councillor.

You can contact me using the contact details on the councillors webpages.

2. What we need your information for and the legal basis for it

I will use your personal data primarily for constituency casework.

I am allowed to use your personal data as part of my public task, as an Elected Councillor, or because you have given me your consent because you have asked me to do something on your behalf. Schedule 1 of the Data Protection Act 2018 covers the processing of personal data by elected representatives responding to requests.

I may process the following special category data, if it is relevant to your enquiry:

  • race or ethnic origin
  • health

3. Use for any other purposes

If I need to use your information for any other purpose, I will normally inform you before using it, unless I believe you know about the new purpose already or there are legal reasons that prevent me from telling you.

4. Will you pass my information to anyone else?

I will need to share your personal data with officers at Rushmoor Borough Council in order to progress your enquiry. Where necessary, I will also share your data with other Elected Members in my Ward.

I may also need to share your data with Hampshire County Council, your local MP or other organisations, such as Housing Associations or the NHS, if the matter you have raised with me isn't covered by Rushmoor Borough Council.

I will let you know who I will share your data with.

5. How we will store and look after your information

If you provide data to me electronically, via email to my Rushmoor Borough Council email address (@rushmoor.gov.uk), this will be held securely on the council's servers and will be protected by firewalls. Access to this information is restricted by password to me.

If you provide me with hard copy information, I will ensure it is kept securely.

6. How long we will retain your information

I will keep your personal data for as long as it is necessary in relation to the issue you have raised.

Once the issue you have raised has been resolved I will dispose of your personal data within a reasonable time. This is likely to be between six months to four years, or to the end of my term as Councillor. This allows for me to have a record of similar issues being raised in the same area or if the problem you have reported to me needs to be looked at again.

7. Your rights concerning your information

The General Data Protection Regulation gives you a number of rights concerning your personal information. See the list below. Not all rights apply in every case - it will depend on the legal basis for collecting your information and how we use it.

• The right to be informed
• The right to restrict processing
• The right of access
• The right to data portability
• The right to rectification
• The right to object
• Rights related to automated decision making, including profiling
• The right to erasure

Further details on these rights can be found on our website www.rushmoor.gov.uk/dataprotection.

8. Right to complain to the Information Commissioner's Office

If you are not happy with the way I am handling your personal information you have the right to lodge a complaint with the Information Commissioner's Office. (ICO).
You will find details of how to do so on the ICO website at https://ico.org.uk or by phoning their helpline on 0303 123 1113.


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