Elected Members Privacy Notice

As an Elected Member of Bradford Council, I am a data controller as defined in the UK GDPR and Data Protection Act 2018 in relation to personal data processed by me when I’m representing the residents in my Ward. I will handle any personal data about you in accordance with Bradford Council’s Data Protection Policy. If you would like more information about this, please contact me.

Contact details for all elected members can be found on our local democracy website.

Elected Members often undertake activities on Council working parties and committees: in these circumstances, they will have access to information to fulfil their duties the same as an Officer of the Council.  In these circumstances, the Council is the Data Controller and this Privacy Notice should be read in conjunction with the Council's Privacy Notice. 

Why I collect and use any personal data

I use any personal data collected within my constituency role when I’m representing the residents in my Ward, including:

• dealing with casework for constituents and other members of the public
• taking part in local community organisations
• crime prevention
• organising and taking part in community initiatives and events
• dealing with Community Committee business
• providing local community leadership
• acting as a consultee on matters affecting my Ward

What personal data I collect

When as an Elected Member I do case work for you, I might collect the following personal data in order to help you:

• name
• address
• contact Phone Number
• email address

In some cases, such as assisting you with specific issues or specific organisations, I might also need more information such as:

• your date of birth
• your national insurance number
• reference number(s)
• signature
• information about your health needs
• details of family members

In some rare cases, I might handle special category data such as medical or social care information.

Elected Members might collect personal data from you in a number of ways, for example:

• when I meet you in the community or at their surgeries
• when you telephone me or contact me via email
• when you send me letters

The legal reasons for collecting and using your personal data

To collect and use your personal data, it is necessary for an Elected Member to have a lawful basis. The lawful basis that cover my work with your personal data are the following:

• consent - you provide your personal data and ask me to act on your behalf.
• protect your vital interests - such as a life or death situation or to protect you from harm, or the vital interests of another person.
• a task in the public interest or where because of my role as an Elected Member – I am authorised to use your personal data.
• legitimate interests - I need your personal data for their legitimate interests, or the legitimate interests of a third party.

For the special category data (formerly called sensitive personal data), such as your medical information, they rely on the following conditions:

• explicit consent- this will usually be in writing.
• protect vital interests- when you are unable to give consent and you or someone else is at risk of harm.
• establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.

If as an Elected Member I am processing your data because you have consented for me to do so, you can withdraw that consent at any time by getting in touch with me. Unless there is another legal basis for me to process your data, an Elected Member must stop processing your data when you withdraw consent and destroy the data. This may mean that I can no longer provide services to you.

How long your personal data will be kept

Your personal data will only be retained for as long as necessary for the purpose for which it was collected. Any personal data retained for longer than 12 months will be reviewed and only retained where there is an ongoing requirement to retain for a statutory or legal purpose. Following this your personal data will be securely destroyed. All data will be retained in line with legislation and in accordance with our retention policy.

Who your personal data is shared with

If you ask me to deal with a matter on your behalf, I’ll use your data in order to pursue the matter you’ve raised with me.

Depending on what the issues are, this might include me sharing your data with Council officers or a range of other public sector, or other organisations, including housing bodies, healthcare bodies, schools, DWP and the Police.

Keeping your personal data secure

There are appropriate security measures in place to prevent personal data from being accidentally lost, used or accessed in an unauthorised way. I will limit access to your personal data to those who have a genuine business need to know it. Those processing your personal data will do so only in an authorised manner and secure manner and are subject to a duty of confidentiality.

Your rights as an individual under UK GDPR

You have the right to request a copy of any data that I hold about you, or if you want me to update or correct any of that data, or if you want to ask me to delete any of that data, or object to or restrict what I do with that data, or to make your data portable. Please contact me regarding these rights or if you have any other queries about the data that I hold about you.

You don’t have to provide me with your data, but obviously if you ask me to deal with a matter on your behalf, I might not be able to deal with this effectively, if you don’t give me the data I need.

The UK GDPR also gives you the right to lodge a complaint with the Information Commissioner's Office who are the supervisory authority responsible to regulate and monitor the legislative obligations within the UK and can be contacted by using the information information on the Information Commissioner's website or by telephone to the ICO on 0303 123 1113.