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Privacy Notice for Elected Members 

Carlisle City Council is committed to protecting and respecting your privacy in terms of how we collect, use, store and destroy your personal information. 
 
We are the data controller of the personal information we will collect from you and under the General Data Protection Regulation, this privacy notice is designed to provide you with all the information you have a right to be provided with on why we need to collect your personal data and what we will do with it.  In some circumstances, councillors are also data controllers in their own right. However, any handling of personal data in that capacity is not covered by this privacy notice 
 
Please note: Information about your election and the personal information gathered during the election process, including your nomination papers and expense returns etc, is held by the Returning Officer for the period specified in the Council’s Retention Schedule.  It is not covered by this notice. 
 

Why are we collecting your personal information?

Carlisle City Council provides a range of democratic services because the law states that we must do so.  The services provided include the following areas: 
 
1. To ensure Councillors receive proper training and administrative support 2. To ensure Councillors are properly remunerated 3. To ensure Councillors comply with their Code of Conduct 4. To allow the Councillors' Registers of Interest to be created and maintained 
 
In order to deliver these services Democratic Services require to collect, store, use, share and dispose of personal information, known as data processing

What allows us to collect your personal information?

Data processed by the Council about democratic services provision is processed because

  •  It is required by law
  • It is necessary to provide a Council service which is part of our public task 
  • The legislation, policies and guidance that allow us to do this includes, but is not limited to:
  • The Local Government Act 1972
  • The Local Government Access to Information Act 1985
  • The Local Authorities (Executive Arrangements)(Meetings and Access to Information)(England) Regulations 2012 
  • Localism Act 2011, Sections 28 & 29
  • Carlisle City Council’s Constitution 

If we require your permission to process your personal information, we will ask you.  If you wish to withdraw your consent, you can do so through contacting [email protected] 
 

What personal information will we collect?

 Democratic Services will collect the following information from you:

  • Names, addresses and signatures
  • Dates of birth
  • Correspondence and e-mails
  •  Financial information  • Photographs  
  • Registerable interests:
  • Employment Details of financial benefit Details of any contract with the authority Details of any beneficial interest in land Details of any licence (alone or jointly with others) to occupy land in the area of the relevant authority Details of any tenancy where –  (a) The landlord is the relevant authority; and (b) The tenant is a body in which the relevant person has a beneficial interest. Details of shares or beneficial interest of business or land in the authority’s area Details of any bodies you appointed to Details of gifts and hospitality
  • Car registration
  • Surgery details (including dates, times and venues)
  • Remuneration
  • Memberships (committees, panels/outside organisations that you sit on)
  • Salary, Allowances and Expenses
  • Attendance at Training and Conferences • Information confirming you have read and understood our policies and procedures and your compliance with these 

What will we do with your personal information?

Your information is held securely within the UK.  Your name, address, telephone number, email address, registrable interests and photograph will be made available on the Carlisle City Council website for your term of office and are available for public inspection.  We will redact all signatures from documents that are published on the website. 
 
Your name, address, telephone number and email address will also be given to outside organisations which you have been appointed to as the City Councils representative. 
 
Your financial information will be passed to the Personnel and Payroll Team to set up the payment of your Members Allowance.  Your car registration details will be sent to the Car Parking team to enable them to provide you with a parking permit. 
 
You are able to opt out of having your home address published on the website (however it will be included in your Register of Interests which is published on the website); if you do so then the City Council address with your relevant Group Office will be published in its place.  You also have the option of which telephone number you would like to publish and both of these options are on the ‘Notification of new councillor’ form which is part of your induction paperwork. 
 
Minutes and agendas of full City Council meetings and its committees / panels are considered public records.  Agendas and minutes will be published on our website.  Full sets of minutes are retained permanently. 
 
The Council has a duty to protect public funds.  We may check your information within the Council for verification purposes and/or for the prevention of fraud.  We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime

How long will we keep your personal information?

All records are kept in compliance with the Democratic Services Retention Policy.  The length of time we need to keep information collected varies but it will usually be for the term of your office, information on register of interests will be kept for three years after your term of office ends in line with statutory legislation but it will not be on the website

Your rights are:

  • To be informed
  • To access your personal information
  • To have inaccurate personal information rectified
  • To have personal information erased
  • To restrict processing of your personal information
  • To obtain and reuse your personal information for your own purpose
  • To object to the processing of your personal information
  • To not be subject to decisions based solely on automated means, including profiling

Right to lodge a complaint with the UK Information Commissioner’s Office (ICO)

Should you be unhappy with the way Carlisle City Council has handled your personal information, we encourage you to let us know so that we can look into this for you and provide a response.

Should you then wish to lodge a complaint with ICO you can contact them at:

Website: https://ico.org.uk/

Address: Information Commissioner’s Officer, Wycliffe House,

Water Lane, Wilmslow, Cheshire, SK9 5AF

Email: [email protected]

Carlisle City Council can be contacted at:

Carlisle City Council’s Data Protection Officer can be contacted at:

Address: Civic Centre, Carlisle,

Cumbria, CA3 8QG

Email: [email protected]

Telephone: 01228 817200

Address: Civic Centre, Carlisle,

Cumbria, CA3 8QG

Email: [email protected]

Telephone: 01228 817200

 

This A to Z of services list provides links to service pages alphabetically