Democratic Services privacy notice

What this Privacy Notice covers

Your privacy is very important to South Holland District Council.

South Holland District Council is the Data Controller responsible for the personal information you may provide in relation to Democratic Services, who administer the Council's governance arrangements by providing support and advice to Councillors, Officers and members of the public in respect of the Council's governance arrangements. Our Data Protection Officer, can be contacted by phone on 01775 761161, via email or by writing to us at Legal Services, South Holland District Council, Council Offices, Priory Road, Spalding, Lincolnshire, PE11 2XE.

Your data may be processed by Public Sector Partnership Services Ltd (PSPS) a company which is owned and controlled by East Lindsey and South Holland District Councils. Their Data Protection Officer can be contacted by phone on 01507 613303, via email Data.Protection@pspsl.co.uk, or in writing to Data Protection Officer, Public Sector Partnership Services, The Hub, Mareham Road, Horncastle, LN9 6PH.

Why we need your personal data

Your information will be used in the following ways:

• Public participation at Public meetings/recording of meetings
  The majority of council meetings are transacted in public. Agendas and reports for all council and committee meetings are made available to the public five clear working days in advance.
  
  Minutes and details of decisions are also published on our website once available. If you ask a question, or participate in a discussion, some information about you will be included in this record.
  
  Some of our meetings are webcast. If you attend one of these meetings, you may be filmed/recorded.
   
• Video Conferencing
  In line with the Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020; meetings of the Local Authority will be held virtually (via Zoom). The public meetings of the Authority will be streamed live on Facebook.
   
• Petitions
  As a local authority, we have a duty to allow residents of South Holland to bring to attention any concerns they may have within the District via the petition scheme. We collect information from you for the purpose of administering the petition scheme i.e.to 'sign' an e-petition, you will be asked to provide your name, postcode and email address.
  
  The legal basis for processing your data is set out under Article 6.1(c) of the General Data Protection Regulations, as set out in the Local Government Act 1972 (s.100); Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2012; Local Democracy, Economic Development and Construction Act 2009; Local Government Act 2000.

How your data is used

• Public participation at meetings/recording of meetings
  Written minutes of meetings are accessible by all members of the public therefore, if you speak at a meeting, your name will be recorded in the minutes. Other information you provide us such as your postal or email address will not be shared with anyone.
  
  At meetings that are webcast, if you speak at the meeting, you will be filmed. This webcast of the meeting is available on the Council's website for viewing by members of the public. If you are in attendance at a virtual meeting as a public participant (namely Planning Committee) your name and picture will be captured on the video.
   
• Petitions
  Petitions are accessible by all members of the public therefore, if you have created a petition, your name will be available for all to see. Other information you provide us with to create the petition such as your postal and email address will not be shared with anyone.

How long the information is kept for

• Public participation at meetings/recording of meetings
  Written minutes of meetings and the names of speakers at those meetings will be retained initially for a period of 6 years, after that date they will be retained for archive purposes.
  
  Video recordings of the Planning Committee will be held for a period of 12 months, and all other committees will be held for a period of 6 months.
  
  At meetings that are webcast, the recording will be available on the Council's website for six months, after which the information will be archived by our webcasting provider for a further six months.
   
• Petitions
  Information provided to us to create a petition will be kept for a period of 12 months.
   
• Councillors
  Councillor contact details will be kept for the period of their term of office, and destroyed within 6 months after.

Your rights

You have the right to access your data and correct any inaccuracies. For further details of your rights, please contact the Data Protection Officer or go to our data protection policy and privacy policy. You may also view Zoom's Privacy Policy (opens new window).