Elected member information privacy statement

Why we collect information about you

We collect information about elected members for the following reasons,

  • To enable Democratic Services, other officers, partner organisations and Members to communicate with you and support you in your role as an Elected Member of Cheltenham Borough Council
  • To enable your contact details to be made available to the public so they can contact you in relation to council business and in your role as a ward Councillor
  • To enable you to receive any Members allowances due
  • It is necessary for archiving purposes and public interest
  • To satisfy regulatory and legislative requirement relating to your role including;
    • Local Government (Committees and Political Groups) Regulations 1990 – notification of your wish to be treated as a member of a political group on the council
    • Local Government Act 1972 for issuing invites to meetings
    • to publish allowances and expenses paid to each Member for each financial year
    • to submit returns to the HMRC under schedule 23 of the Finance Act 2011

What information do we collect about you?

We collect information about:

  • You (name, address, email and home telephone no and/or mobile and we will take your photograph for your ID pass and for publication on our website and council posters.
  • Your banking details (sort code, bank or society name and branch, account holder name and account number) for the purposes of paying your allowance, together with your date of birth, NI number and any relevant tax code information.
  • Vehicle details (optional)
  • Your skills and interests
  • Next of kin details and any medical conditions you would like us to be aware of (optional).
  • Your political party

Who do we share this information with?

  • Human Resources
  • Registered first aiders or emergency medical staff (medical conditions)
  • Public – your contact details are on the website
  • Internal council departments who require access to your contact details for the purpose of administration, enabling the democratic process or assisting you in your ward work.                                    

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


How long do we keep your information?

We keep information about you according to our information and retention schedule.

  • The information relating to the democratic process is held on our website for at least six years and may be archived in the future to be kept indefinitely. This would include your first name and surname, your term of office and any positions you held in the council, your attendance and voting where applicable and comments in minutes that have been attributed to you and any complaints dealt with by the Standards Committee would be a matter of public record (any exempt reports or minutes would continue to be exempt).
  • Details of members allowances and expenses paid are held for seven years on the website
  • Members’ details are retained whilst they are in office and then destroyed once they step down though we would retain their contact details for up to a year in case we need to contact them for any reason.
  • Declarations of office and Local Government Political Group nominations relating to ex-members are kept for one year.

Who do we collect information from?


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

The council will be unable to fulfil its statutory obligations and the council would not be in a position to support you in your role as an elected member and support the public in engaging with their elected councillor.

Are any decisions about you made by automatic means?