Privacy notices: Law, Governance and insurance

Who we are

RBWM Councillors
Royal Borough of Windsor and Maidenhead
Town Hall, St Ives Road
Maidenhead, SL6 1RF

Lawful basis for processing the information

The legal basis a Councillor will primarily rely on for processing the personal information when dealing with requests from constituents could be one of the following:

• consent or explicit consent;
• necessary in pursuit of their legitimate interests as an elected representative and those of constituents (and where it is assessed these interests override any privacy intrusion involved in processing personal data about other individuals); or
• in their performance of a public task as an elected representative for the purpose of responding to requests from you where this is permissible.

The Councillor may also lawfully process a constituent’s data where:

• it is in the vital interests of a data subject or of another natural person (where processing of the personal data is done to protect someone’s life);
• if the Councillor needs to process your special category data, to assist you, the legal basis the Councillor will rely on is substantial public interest.

How do we collect information from you

Councillors may need to collect personal data to process your requests for assistance or to respond to your enquiries. Councillors will only collect the personal data from you that is needed to provide them with relevant information, services or support.

What type of information is collected from you

When you ask for a Councillor’s help and assistance, the Councillor will need to collect some information from you. This will generally include personal information such as name, address and contact information together with details of the problem or concern.

The Councillor may also require personal information known as ‘special category’ information from you. This data requires more protection due to its sensitivity. This information consists of racial or ethnic origin, sexual orientation and sexual life, religious or philosophical beliefs, trade union membership, political opinions, genetic data, bio-metric data, physical or mental health and criminal convictions and offences.

It will only be necessary for Councillors to collect this type of information where it is of relevance to the request the constituent is making.

How we use the information you have provided

Councillors will use the information you have provided to assist you with your enquiry or get you the necessary assistance you require. Your information will also be used to correspond with you directly.

Who has access to the information about you

Councillors may need to pass a constituent’s personal details and the circumstances of their query/complaint to Council officers to allow the Council to look into the issue.

Who we may share your information with

If you have contacted your Councillor about a personal or policy issue, your personal data may be passed on to a 3rd party in the course of dealing with your request or query, such as other local authorities, government agencies, public bodies, health trusts and regulators. They may also need to share your information with the other Councillors in the electoral ward so that they are aware that the matter you have raised is being dealt with.

Any third parties with whom data is shared are obliged to keep these details securely, and to only use the data for purposes already communicated.

In any event, Councillors will not use your personal data in a way that goes beyond reasonable expectations.

You can specifically ask your Councillor to not disclose information identifying you to other third parties However, please be aware that it may not be possible to progress a matter for you on an anonymous basis.

Councillors will never sell your data onto third parties.

How long we store your information

Councillors will process personal data until the issue is resolved and store electronic data and paper records for a minimum of 4 years in line with common practice. This is to allow for a build-up of case histories and to be able to return to records when further matters arise.

Does your service utilise automated decision making? – No.