North Northamptonshire Councillors privacy notice

1 Council Contact Details

1.1 North Northants Council
Registered Office:
Sheerness House
41 Meadow Road
NN16 8TL

Telephone: 0300 126 3000

1.2 This privacy notice explains how your North Northamptonshire Councillor will use your personal data when you contact them on constituency matters.

Your councillor is a data controller in their own right for constituency matters and North Northamptonshire Council are not responsible for their processing activities.

Councillors are exempt from registration with the Information Commissioners Office since 1st April 2019. For further information please see the ICO website.

2 Information that your Councillor holds

2.1 When you ask your North Northamptonshire Councillor for help or assistance, they will usually need to collect and process the following types of information to help them respond to your request/complaint/query:

  • Contact details
  • Complaint details/request details
  • Any other relevant information you provide

3 How the information is obtained

3.1 Most of the personal information processed by your councillor is provided directly by you to deal with your request/complaint/query.

Occasionally, your councillor may be contacted by another organisation/agency to ask them to work with you on a matter that has been brought to their attention. In this case they may share your personal data with the councillor. The organisation sharing the data should make you aware that they will do this via their privacy information.

3.2 Your councillor needs to collect and use your personal information. Generally, they collect and use personal information where:

  • processing is necessary for the purposes of a task carried out in the public interest or where, because of their role as a councillor, they are authorised to use your personal information (exercise of official authority vested in the controller).

For any special category data you provide to your councillor, such as your medical information, they will rely on Art 9 (g) of the GDPR (UK) which states special category data may be processed where necessary for reasons of substantial public interest.

Constituents are reminded not to provide special category information unless this is necessary for the request/issue you are raising with your councillor.

Your councillor will never collect or process unnecessary information when working to support you as a member of their constituency.

4 What does your councillor do with the information

4.1 Your councillor will use the information that you have given them to enable them to respond to your request.

The information will only be used for the purposes stated when it was collected.

Information will not be sold, rented or provided to anyone else, or used for any other purpose than that for which it was originally collected, unless your councillor is required to by law.

4.2 Where your information needs to be shared with another party, your councillor will inform you of their intentions to share, unless there is a legal reason no to do so. They will only share the absolute minimum data necessary and will ensure it is shared securely.

Examples of people/organisations your councillor may need to share with are:

  • Officers at North Northamptonshire Council.
  • Other relevant agencies and bodies, such as other local authorities, government agencies, public bodies, health trusts and support organisations.

Any information sharing is undertaken in accordance with (UK) GDPR and the Data Protection Act 2018.

Your councillor will ensure they have mechanisms in place to share information lawfully and securely.

5 How long does your councillor keep your information and how they securely dispose of it after use

5.1 Your councillor will only keep your personal data for as long as it is needed to fulfil their obligations, and to comply with any legal requirements for keeping certain types of data.

Where information is shared with an Officer of the Council, the Council’s retention schedule will apply. For more information about your privacy and how your information will be used if shared with the council, please see the council’s privacy notice.

All personal data held by your councillor will be securely destroyed when no longer needed.

6 How your councillor stores your information

6.1 The security of your data is really important to your councillor. Any information you provide will be held securely and only shared where it is necessary to help deal with your request.

7 Your data protection rights

7.1 The law gives you a number of rights to control what personal information is used by any organisation/individual who collects your personal data and how they can use it. Please see section 15 of the council’s Corporate Privacy Notice for further information.

7.2 Please be aware that your rights may differ depending on the lawful basis for processing your personal data.

8 Who to contact

8.1 If you would like further information about how we use your personal information, or you wish to exercise one of your data rights or you wish to complain about the use of your personal information please contact the Data Protection Officer.

8.2 If you are still dissatisfied once you have contacted the Data Protection Officer, you have the right to complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane

Helpline number: 0303 123 1113

9 Changes to this privacy notice

9.1 Privacy notices are live documents, which will be updated or revised in line with legislation.

Last updated 29 April 2022