- What personal information do we collect?
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We collect and process a range of information about you. This includes
- your name, address and contact details, including email address and telephone number
- date of birth, for the purposes of grant aid
- gender We collect this information in a variety of ways. For example, data is collected through correspondence with you or your representative.
- Why do we process personal data?
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We process your personal data when it is necessary to meet our democratic responsibilities which is a task carried out in the public interest.
- Who has access to your personal data?
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Where necessary your information will be shared with the parties set out below for the purposes stated above.
- Councillors, where you are being assisted in dealing with a complaint
- Other council departments We require all third parties to respect the security of your personal data and to treat it in accordance with the law.
We do not allow our data processors to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions and data protection laws. They are also obliged to implement appropriate technical and organisational measures to ensure the security of data. We will not transfer your data to countries outside the European Economic Area
- How do we protect personal data?
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We take the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties. Data will only be processed by members of staff authorised by us for this purpose. Access to our systems is limited to members of the democratic services team whose job role requires access to the personal data.
- How long do we keep your personal data?
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We keep information on Local Government Ombudsman decisions, Councillor and Ex- Councillor service records indefinitely. Complaints about councillors are kept for 7 years from when the individual ceases to be a Councillor.
Admin files (paper and electronic), agendas /minutes, grant aid applications, petitions, street and house to house collection records are kept for 6 years. Councillor declarations of interest forms are also kept for 6 years from when the individual ceases to be a councillor. Complaints and compliments records and background papers are kept for 4 years. Town police clauses act, street party applications, and councillor data protection registrations are only kept for 1 year. Street trading applications will be destroyed if not granted and kept whilst current.
- Your rights
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As a data subject, you have a number of rights, including access to your data. A request for access can be made via our website or by sending an email to foi@runnymede.gov.uk
Data Protection Subject Access Request(SAR) | Introduction – Runnymede Borough Council
To find out more about your rights please see the ‘Your Rights’ section of our main privacy statement
If you believe that Runnymede Borough Council has not complied with your data protection rights, you should initially try to resolve it with the relevant department.
If you are unable to resolve the issue to your satisfaction contact our Data Protection Officer (DPO) who will investigate. If you remain dissatisfied with the outcome of the DPO’s review you can make a complaint to the Information Commissioner. You can find out further information on making a complaint to the Information Commissioner on their website Information Commissioner's Office (ICO)