Giving evidence as part of the democratic process privacy statement

Why we collect information about you

We collect information to enable you to participate in the democratic process by attending a meeting of Council or committees or working group to give evidence on a particular issue or answer questions on your relevant area of expertise.

The legal basis for us collecting this information it to perform a task in the public interest, namely the maintenance of records associated with a public meeting.

What information do we collect about you?

We collect information about:

You (your name, contact details, credentials and the organisation you represent if applicable)

Who do we share this information with?

As a member of the public giving evidence or attending to provide information on behalf of an organisation you will be normally be named in the agenda and minutes of any public meeting and on the council’s website if it is a meeting open to the public.  (if you do not want your name recorded you should advise Democratic Services before the meeting).

Is there any information transferred to or stored on servers based outside the EEA?


How long do we keep your information?

Minutes and reports relating to council meetings and/or committees are  publically available on the council’s website for at least 6 years and are retained permanently after that and is available for inspection at the council offices or county archive.

Your contact details will be kept on file for up to one year.

Who do we collect information from?


What are the consequences if we do not collect the data?

We would not be able to communicate with you regarding the process and there would be no public record of why your evidence was important to the process.

Are any decisions about you made by automatic means?