Licensing consultations privacy statement

Why we collect information about you

The council is under a duty to consult when discharging certain statutory functions such as policy reviews and determining certain types of applications for licences or consents.

In order for the council to comply with its statutory obligations referred to above, we collect information from people who respond to licensing consultations.

We may also use this information to correspond with you on matters relating to your consultation response(s) such as notifying you of any council meetings and the outcome of these meetings.

Finally, in the event of any appeals or judicial reviews of decisions made by the council, we may use information we collect from you for the purpose of responding to legal challenges.

What information do we collect about you?

When you respond to a licensing consultation, we may collect the following information from you:

  • Full name
  • Any previous names
  • Address
  • Contact details such as a contact number and/or an email address
  • Details of any licences/consents you hold that are issued by Cheltenham Borough Council
  • Information that may call in to question the validity of your consultation response such as any level of relationship with case officers or decision makers.This may include details of any such relationship/arrangement

Who do we share this information with?

Responses to licensing consultations will form part of an official report to be considered by elected members of Cheltenham Borough Council.  We therefore share information we collect from you with the elected members who will be responsible for decision making.

Official reports are published on the council’s website. To this extent, information about you may also be published on the council’s website such as your name.

Background papers that accompany official reports are not published on the council’s website but are available for public inspection.  Background papers may include reference to the street respondents live on but will not include specific house numbers.  We include reference to streets so that decision makers can make a judgement on the appropriate weight to add to consultation responses.

We redact all other personal information when we publish official reports.

In the event of the council facing a legal challenge to a decision it has made, we may be required to disclose information about you as part of those legal proceedings.

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 is publically available on the council’s website for six years and is retained permanently after that and is available for inspection at the council offices or county archive.

Background papers accompanying reports will be retained in hard copy for four years and are available for public inspection.

Who do we collect information from?

We only collect information from individuals and/or organisation who respond to licensing consultations.

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

The council will be unable to comply with its general statutory duty in respect of consultation and transparency.

Are any decisions about you made by automatic means?