Data Protection Policy

This appendix sets out the various roles of Councillors in line with the Information Commissioners (ICO) guidance, and when this policy applies to Councillors.

More detailed guidance is available from the ICO.

Councillors as a member of the Council
When Councillors receive and/or process information as a member of Council, they must comply with the Council’s Data Protection Policies.
This includes all data and information shared by Officers as part of the Council’s day to day operations, and any information received for and at Committee and Council meetings.

Councillors representing residents of their ward
Where a Councillors is acting in their capacity as a ward Councillor, they may process data in their own right, which the Council may not be aware, and may not be appropriate for it to be party to.
Under such circumstances, Councillors need to ensure they securely manage such data and are aware of their responsibilities when sharing data with the Council and other parties and feel comfortable that they have consent to share data from the constituent.
Should a Councillor receive information, which goes on to form part of the Council’s day to day activities, this data should be managed in line with the Council’s Data Protection Policies.

Councillors representing a political party
Councillors may process data on behalf of their political party, for example when using a mailing list for campaigning during elections.
When using data in this capacity, Councillors should comply with their parties’ data protection policies and other relevant legislation (such as the Direct Marketing Legislation).