Councillor privacy notice

As an elected councillor, I am a data controller and accountable for the processing of personal information. 

This privacy notice provides information about how I process personal information as an elected member of the council for the purpose of responding to requests from constituents, including complaints, about matters concerning the council’s business or responsibilities. This notice provides information about the privacy rights of individuals.

Any personal data I process for party political or campaigning purposes is covered by my party's privacy notice.

Any personal data I process for Committee or Cabinet purposes is covered by Islington Council's privacy notice. 

Personal data

Personal data includes information about you, which can be used to identify you as an individual. Examples include your:

• name
• date of birth
• contact details
• image.

‘Special category data’ is the most sensitive type of personal data and includes:

• information about health or any social care services that you may use
• information that could identify your racial or ethnic origins
• information that could identify your political beliefs
• information that could identify your religious or philosophical beliefs
• information that could identify your trade union membership
• information about your sex life, or sexual orientation, and
• your genetic data
• your biometric data (where used to identify you, eg. use of fingerprints to access online services) 

Types of information I collect

When you contact me, either in person at surgeries or in the community, or by telephone, email or letter, I will usually collect the following personal data:

• name
• contact details including address, email address and phone number
• details of your enquiry/or concern.

In some cases, such as assisting you with a specific issue, I may need more information such as:

• date of birth
• reference number(s) such as a council tax number
• National Insurance number
• information about your health needs
• details of family members and/or dependents
• your signature.

I may also receive personal data about you from other organisations if it is necessary to support and/or resolve your enquiry. 

Legal bases for processing your information

Personal data

Under data protection law, I can only process your personal data if it is lawful to do so. Please see details below of the lawful bases that I rely on for processing different types of personal data.

For processing personal data, I rely on the following lawful bases:

• UK GDPR Article 6(1)(a) – where you have provided consent for me to process your information for a specific purpose
• UK GDPR Article 6(1)(e) – where processing is necessary for me to perform a task which is in the public interest, or for my official functions as an elected representative, where that task has a clear basis in law (public task)
• UK GDPR Article 6(1)(f) – where processing is necessary to meet my legitimate interests which are not part of my public function.

Special category data

When I process special category data, I rely on the following additional lawful basis(es):

• UK GDPR Article 9(2)(a) – where you have provided me with explicit consent to process your information for a specific purpose
• UK GDPR Article 9(2)(g) – where processing is necessary for reasons of substantial public interest, specifically:
• for statutory and government purposes (Schedule 1, Part 2, section 6, DPA 2018)
• for the safeguarding of children and of individuals at risk (Schedule 1, Part 2, section 18, DPA 2018)
• where processing is necessary for purposes relating to political activities, including casework (Schedule 1, Part 2, section 22, DPA 2018)
• where processing is necessary for an elected representative to respond to a request (Schedule 1, Part 2, section 23, DPA 2018).

Criminal offence data – general processing

I may also process criminal offence data if it is necessary for you to provide it so that I can assist you with your query. This may include:

• information about any criminal record or criminal history
• allegations of criminal behaviour, including unproven allegations
• absences of convictions, for example the results of DBS checks, or Police National Computer checks
• personal data of victims and/or witnesses
• personal data about criminal penalties that may have been awarded.

In addition to the lawful bases that I have identified under 'personal data' above, I process criminal offence data under the following condition(s) of Schedule 1 of the DPA 2018:

• where processing is necessary to carry out specific statutory and government purposes (Schedule 1, Part 2, section 6, DPA 2018)
• where processing is necessary for the safeguarding of children and individuals at risk (Schedule 1, Part 1, section 18, DPA 2018)
• where processing is necessary for purposes relating to political activities, including casework (Schedule 1, Part 2, section 22, DPA 2018)
• where processing is necessary for an elected representative to respond to a request (Schedule 1, Part 2, section 23, DPA 2018).

How I use your personal information

I need to collect personal data from you so that I can process requests for assistance or respond to your enquiries. I will only collect the minimum amount of information needed to manage your enquiry.

I will use your information to:

• investigate and respond to your request for advice, guidance or information
• investigate and respond to an enquiry or a complaint you have contacted
  me about.

Sharing your information

I may need to pass on your personal details and the circumstances of your query/complaint to third parties so that they can investigate the matters you have raised. These third parties may include:

• Islington Council
• other local authorities
• government agencies such as the Department of Work and Pensions (DWP)
• other bodes such as schools or charities
• health trusts
• regulators
• other Islington councillors to proactively work on any issues that you have raised.

Where possible I will let you know when I have shared your information. 

I will not pass your details on to anyone else unless I am required to do so in particular circumstances. These circumstances may include:

• court proceedings
• detection and/or prevention of crime or fraud
• to protect a child or vulnerable adult who may be at risk.

Please note that if you specifically ask me not to disclose information identifying you to other third parties, it may not be possible for me to progress your requests or queries on an anonymous basis.

Keeping your information secure

I am required to keep your information safe and keep it secure. In addition to the security provided by council devices and systems, I will ensure that adequate technical and organisational measures are implemented to protect your data. I have undertaken data protection training. 

Your information is not sent outside the European Economic Area (EEA). 

How long I will keep your information

I will keep your personal data for as long as I need it to fulfil my obligations and to comply with any legal requirements for keeping certain types of data. When your information is no longer required it will be securely destroyed.

Any information held at the end of my term will either be passed to the appropriate council representative or securely destroyed.

Marketing

I will not use your information or pass it to another organisation for marketing or sales purposes.

Your information rights

Your information rights are set out in law. Subject to some legal exceptions, you have the right to:

• have any inaccuracies corrected
• have your personal data erased
• play a restriction on the processing if your data
• object to processing.

You also have the right to request a copy of the personal information that I hold about you. To exercise these rights you can contact me or look at the council’s website for further information on how to request your information.

You have the right to complain to the Information Commissioner’s Office, and can contact them using the details below:

• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
• Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate)
• Website: ico.org.uk.