This privacy notice is designed to help you understand how and why the council processes your personal data if you are an elected, prospective, or former councillor. 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, the council’s executive, full council, committees and members, and external clients.
The council has appointed Veritau to be its data protection officer. Their contact details are:
Information Governance Office
Veritau
West Offices
Station Rise
York
North Yorkshire
YO1 6GA
Email: infogov@northyorks.gov.uk
Tel: 01904 552848
What personal information do we collect?
We process your information to fulfil our obligations associated with your holding office. This information includes, but is not limited to:
- personal identifiers (your name, address, date of birth, email addresses, etc)
- training records
- information about your attendance and interests registered/declared
- information about membership of any political groups and voting records
- information about your ethnicity, religious beliefs and trade union membership (for the purposes of equality monitoring)
- emergency contact information of those individuals you identify
- financial information, including bank account information, tax, national insurance and pension contributions to facilitate payments of allowances and expenses.
Why do we collect your personal information?
We process your information to fulfil our obligations associated with your holding office.
Who do we share this information with?
Your information will only be made available to those who need it to do their job. This includes legal and democratic services and the teams supporting their services, and corporate management.
Your name, address, council email address, contact telephone number (as provided by you), photograph, political affiliation and ward will be published on our website.
Information on attendance at meetings, interests declared/registered, representation on outside bodies and voting records will also be included on our website.
Any private telephone numbers provided to us will only be used by corporate management and legal and democratic services, and will not appear on our website.
How long do we keep your information for?
|
Data Held |
Retention Period |
|---|---|
Payroll |
|
|
P45 |
6 years after leaving office |
|
Payroll record |
6 years after leaving office – retain skeleton record after this time |
|
Payslip and claims information |
6 years after leaving office |
Pension |
|
|
LGPS scheme information |
20 years after leaving office |
Training records |
|
|
Training records |
6 years after leaving office |
What is our lawful basis for processing your information?
The council is processing your data as required by the local government act 1972 and subsequent legislation and regulations relating to elected members and council decision-making.
For more information about how we use your data, including your privacy rights and the complaints process, please see our corporate privacy notice.