Democratic services privacy notice

This privacy notice is to let you know how we promise to look after your personal information. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

What information do we collect?

The type of information we collect will depend on why you have got in touch with us. The information will include some or all of the following:

  • name
  • address
  • telephone number
  • email address
  • reason why you have contacted us
  • contacts that we have had with you
  • councillor information
  • evidence received as part of reviews/investigations
  • consultation responses

Who uses this information?

Internal to Harrogate Borough Council

  • democratic services
  • councillors
  • legal and governance
  • planning and development

External to Harrogate Borough Council

  • none

What authority does Harrogate Borough Council have to collect and use this information?

Democratic services process personal data under the following categories of lawfulness in the General Data Protection Regulation:

6(1)(a) the data subject has given consent to the processing of his or her personal data for one of more specific purposes
6(1)(c) processing is necessary for compliance with a legal obligation to which the controller is subject
6(1)(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person
6(1)(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
9(2)(b) processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement
9(2)(e) processing relates to personal data which are manifestly made public by the data subject
9(2)(f) processing is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity
9(2)(g) processing is necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguards
9(2)(j) processing is necessary for archiving purposes in the public interest, scientific, historical research purposes or statistical purposes

The tasks that we carry out in exercise of official authority are mainly required under the following laws (although other legislation applies)

  • Local Government Act 1972
  • Local Government (Access to Information) Act 1985
  • Local Government Act 2000
  • Licensing Act 2003
  • Police and Justice Act 2006
  • Local Government and Public Involvement in Health Act 2007
  • Local Democracy, Economic Development and Construction Act 2009
  • Localism Act 2011

Who are we likely to share this information with?

We may sometimes share the information that we have collected about you where it is necessary, lawful and fair to do so. We may share information with the following groups for these purposes:

The majority of council meetings are held in public. Agendas and reports for council and committee meetings are published on the council's website five clear working days before the meeting.

Minutes and details of decisions are also published on the council's website once available. If you have asked a question, participated in the Opportunity to Speak Scheme at Planning Committee, been invited to provide information at a meeting of the Overview and Scrutiny Commission or one of its Working Groups or submitted a petition some information about you will be included in these records.

Please note that websites can be seen throughout the world, and not just in the United Kingdom where UK law applies.

The Openness of Local Government Regulations 2014, which apply to England, give rights to members of the press and public to use modern technology and communication methods such as filming, audio-recording, blogging and tweeting to report the proceedings of the meetings of the council.

If you submit a petition, you will be required to provide personal information so that we can contact you about your petition. The information will only be used for this purpose, although we may need to pass your details to the relevant department to enable them to respond to the issues you raise.

If you sign a petition which is submitted to the council, you will be required to provide personal information to enable us to verify that signatures are genuine.

Petitions and the council's responses are published on the council's website. Personal details will be removed.

How do we keep this information secure?

Information which is held electronically is either held in files that are held on the council's servers or dedicated databases. These systems are password protected and only accessible to people who need access to them

Information which is held on paper is either stored in offices which are subject to access controls or in the dedicated archive provision for the council. Where information is removed from the office for operational purposes the amount of this is minimised and staff are trained to ensure that this is kept secure at all times.

When computers make any decisions about you?

Democratic Services do not make or use any automated decisions

When your data gets sent to other countries?

We do not send any information we collect about you outside the United Kingdom

How long do we keep this information?

We will keep your information for as long as it is required by the council in order to comply with legal and regulatory requirements.

Copies of agendas and minutes are also kept as a permanent historical record, deposited with the North Yorkshire County Council archives.

What are your rights?

You have the right to request Harrogate Borough Council to stop processing your personal data in relation to any council service. Please read our main privacy notice for further details.

Page last updated 26/11/2018