Democratic Services Privacy Notice

This Privacy Notice should be read in conjunction with Colchester City Council’s Privacy Policy

This Privacy Notice sets out what personal data we will use, how we will use it, and why we need to in respect of committee meeting papers, councillor casework enquiries, portfolio holder and officer decisions. 

We publish a record of all council decisions and meetings, as well as any background information and reports that inform discussion. This is held on our Committee Management Information System 

Information collected 

We collect and process personal data that you provide to us which may include: 
  • name 
  • contact details (Such as address, email address, contact number) 
  • date of birth 
  • photo image 
  • councillor information 
Special Category data we may collect: 
  • Criminal record 
  • Criminal proceedings 
  • Political opinion 

Agencies we may share your data with 

Whilst working with you, we may share your information with some of the following third parties:  
  • law enforcement 
  • fraud investigations 
  • regulation and licensing 
  • criminal prosecutions 
  • court proceedings 
The name, address and contact details of elected members will ordinarily be made public.  

Information will only ever be shared when it is strictly necessary to help us provide effective services and you may have the right to refuse. We will not pass it on to any other parties unless required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a legal data protection exemption 

The purpose and lawful basis for processing 

The lawful basis for the processing of your personal data is legal obligation. Colchester City Council requires the above information as part of the council’s official functions. We only request the minimum amount of information and ensure that is it stored securely.
Where we collect your ‘special categories of personal data’, we rely on the following legal bases under GDPR Article 9 (2) (G) Reasons of substantial public interest (with a basis in law) 

How long will we keep your personal data? 

We will only hold your personal data for as long as necessary and in line with our retention schedules. 

How we protect and store your personal data  

We take the confidentiality of personal information very seriously and use recognised security and access controls to protect your information from unauthorised access, loss, misuse, alteration or corruption. We have procedures and processes in place to ensure that your personal information is managed appropriately. 

Your information may be held outside of the UK.  Where this is the case, we ensure that additional measures are in place to protect your data and to ensure that we continue to comply with data protection requirements.  

We use cloud providers and online application providers to help us run our business.  Therefore the use of some of our systems may include the transfer of your personal data to other countries. Your data will only be transferred to other countries which have adequate provision in place to protect personal data to an equivalent level as personal data held in the UK. 

Updates to this privacy notice 

We will continually review and update this privacy notice to reflect changes in our processes and procedures, as well as to comply with changes in the law. When such changes occur, we will revise the 'last updated' date on this notice. We encourage you to periodically review this notice and to be informed of how we are protecting your information. 

Page last reviewed: 27 February 2024


Subscribe to receive updates on Council news, events and offers, green living, leisure and sport, museums, committees, jobs and more.