- Who are we and what services do we provide?
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Runnymede Borough Council has made a commitment to meaningfully engage with residents and communities on key issues and the development of a Citizens Engagement Panel (CEP) have been established to reflect this.
It is hoped that feedback from the CEP will help to improve our understanding of our residents and communities and therefore contribute to more informed decision making and council strategy that will, over time, shape communities, towns, and Runnymede as a borough.
It is the intention that panel membership is representative of Runnymede’s diverse population to ensure that a range of voices are heard and represented by the initiative.
- What personal information do we collect?
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We collect and process the following information so you can participate in the Citizens Engagement Panel:
- Identity data (name, address, and contact details)
- Date of birth
- If you are an employee of Runnymede Borough Council
- Languages spoken (for future language requirements)
We collect and process the following information to understand the demographic make-up of the Citizens Engagement Panel and may inform the relevance of future engagements:
- Date of birth
- Sex
- Gender identity
- Sexual orientation
- Ethnicity
- Religion
- General health and disability data
- Household tenure
We collect this information from you when you complete the CEP Registration form which is available online (on the RBC website), as a paper copy (on request) or can be completed by customer services on your behalf by phoning the Council. We may also contact you if your data is held on an existing RBC database to invite you to join the Citizens Engagement Panel, but we will not transfer your personal data on your behalf.
- What lawful basis is engaged?
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Our lawful basis for collecting or using personal data to participate in the citizens engagement panel:
Public task - we need to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. The panel will be used for purposes that are linked to our public tasks. All your data protection rights may apply, except the right to erasure and the right to portability.
Special category data is processed under Substantial public interest, specifically equality of opportunity or treatment.
- Who has access to your personal data?
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Where the council contracts a third party to undertake monitoring/evaluation, or to lead processes of engagement with residents, they will be provided with access to CEP members data.
Our processors use your data to provide us with services necessary to meet our objectives. We ensure that there are appropriate agreements in place to protect your data and it is only processed under our instruction.
- How do we protect personal data?
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Please see the ‘How we take care of your personal data’ section of our main Privacy Policy.
- How long do we keep your personal data?
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Membership cancellation
We will contact you if you have not engaged with the CEP for one year and give you the option to stay on the panel or cancel your membership. If we do not receive a response your panel membership will be cancelled. This process is ongoing for the life of your panel membership. You can manage or cancel your own panel membership at any time, using the online link provided or by phone.
CEP database
We will retain your personal data for one year from the date your CEP membership is cancelled. After this time, all personal data will be permanently deleted.
Registration form
The personal data we collect from your submitted registration form will be retained for 2 years if you are a registered RBC One Account user or for 6 months if you are not. After this time, your personal data will be deleted.
If the from submission is incomplete, your personal data will be retained for 7 days if you are a registered RBC One Account user or for 1 hour if you are not.
- Your rights
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Rights available are directly related to our lawful basis for processing which is set out above. To find out more about your rights please see the ‘Your Rights’ section of our main Privacy Policy.