Council committees privacy notice

This privacy notice is designed to help you understand how and why our legal and democratic services process your personal data in relation to council committees. This notice should be read in conjunction with our corporate privacy notice.

Who are we?

North Yorkshire Council is a ‘data controller’ as defined by Article 4(7) of the UK General Data Protection Regulation (UK GDPR).

Legal and democratic services support the provision of comprehensive and efficient legal and democratic services to the directorates, our executive, full council, committees and members, and external clients.

We have appointed Veritau to be our data protection officer. Their contact details are:

Information Governance Office


West Offices

Station Rise


North Yorkshire



Tel: 01904 552848

What personal information do we collect and why do we require it?

The administration of our committees typically does not involve the collection or dissemination of personal information.

The only exception to this is when a member of the public submits a statement or public question to a committee meeting.

On this occasion, we may collect the following categories of personal information from the person(s) submitting a public question and/or statement:

  • name
  • organisation that they are representing
  • contact details

Who do we share this information with?

A copy of the public question or statement will be included in the minutes for the committee. Other than the name of the person and the organisation that they are representing, all other details will not be included in the minutes.

The only committee meetings that are currently recorded (audio) are ours, which meet four times a year. Therefore, details of the public question or statement, the person who submitted it and the organisation they are representing may be included in the recording and accessible to those listening to the recording.

How long do we keep your information for?

Council committee minutes are retained indefinitely.

What is our lawful basis for processing your information?

We rely 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 is subject

The legislations, policies and guidance that relate to this service includes, but is not limited to:

  • the local government act 2000

For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.