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Public Speaking: Privacy notice

Who we are

Democratic Services
Town Hall St Ives Road
Maidenhead SL6 1RF

Lawful basis for processing information

  • Local Government Act 1972
  • Local Government Act 2000
  • Localism Act 2011
  • Local Government and Housing Act 1989
  • Local Government and Public Involvement in Health Act 2007
  • Local Democracy, Economic Development and Construction Act 2009
  • The Openness of Local Government Bodies Regulations 2014
  • The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
  • Coronavirus Act 2020

General Data Protection Regulation Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.

How we collect information

Personal data is supplied directly to Democratic Services by members of the public wishing to register to speak at council meetings.

What information is collected

This includes a representative’s name, address and contact details.

How we use the information provided

The information is used to manage public speaking at council meetings.

Who has access to the information about you

The information is held by Democratic Services only.

Who we may share your information with

Speaker names are shared with the Chair of the Panel and relevant officers prior to the meeting, announced at the meeting and recorded in the meeting minutes. With agreement of the individual, their contact details can be shared with others registering to speak to agree how speaking times will be shared.

Agenda paperwork is held on the council’s committee management system, externally hosted by Modern.Gov.

Participants in a virtual meeting will be either filmed or audio recorded dependent on how they choose to access the meeting. The recording is stored on the council’s YouTube webpage.

How long we store your information

Speakers’ personal details collected by Democratic Services are stored until the minutes of the meeting at which the individual spoke are approved as a true and correct record. This usually happens at the next meeting. Speakers’ names are retained as a permanent record in the minutes of the meeting.

The video recording of the meeting is stored on the council’s YouTube page as follows:

  • Meetings prior to January 2024 will be retained for a period of two years;
  • Meetings from January 2024 will be retained for a period of five years. 

Does your service utilise automated decision making? - No