Privacy notices

Elected Member Data Privacy Notice

Privacy Notice

Elected Members’ Data 

South Derbyshire District Council is committed to protecting your personal data. This privacy notice explains how we use the personal information of elected members (councillors) in connection with your role.

Who we are

South Derbyshire District Council is the data controller for the personal information we process about councillors.

What information we collect

We collect and process personal information including:

  • Name, address, contact details (phone, email, home address, ward address)
  • Date of birth
  • Political party membership
  • Photograph and biographical details (for publication on the Council website)
  • Bank account details (where allowances are paid)
  • Interests and declarations (as required by law)
  • Employment and directorships (where relevant for registers of interest, Companies House filings, or appointments to outside bodies)

Why we collect your information (purposes)

We use councillors’ information to:

  • Administer your role as an elected member of the Council
  • Pay councillor allowances and expenses
  • Maintain and publish the Register of Members’ Interests as required by law
  • Publish your name, contact details, and ward information on the Council’s website
  • Arrange training, events, and meetings
  • Support governance arrangements (committees, decision-making, outside body appointments)
  • Make statutory returns (e.g. to Companies House where a councillor is appointed as a director of a council-owned company)
  • Respond to Freedom of Information or Environmental Information Regulations requests, complaints, or enquiries relating to your role

Lawful basis for processing

Processing is carried out under:

  • Article 6(1)(c) UK GDPR – legal obligation (e.g. publication of Register of Interests, allowances)
  • Article 6(1)(e) UK GDPR – task carried out in the public interest or in the exercise of official authority (e.g. publishing councillor details, governance, committee work)
  • In limited circumstances, Article 6(1)(a) – consent, where you choose to provide optional information for publicity (e.g. additional biography, photos).

Where special category data is processed (e.g. political opinions, health information for accessibility arrangements), this is under:

  • Article 9(2)(g) – substantial public interest, with a basis in law (e.g. Local Government Act 1972, Equality Act 2010).

Who we share your information with

We may share your personal data with:

  • Members of the public, via the Council’s website and statutory publications (e.g. Register of Interests, councillor contact details)
  • Government departments, regulators, and auditors (e.g. external audit, Companies House, HMRC)
  • Suppliers providing systems or support for council governance and payments
  • Other public authorities or partner organisations, where you are appointed to represent the Council

We will never sell your personal data.

How long we keep your information

Councillors’ data will be retained for as long as you are an elected member, and for a defined period afterwards in accordance with the Council’s Retention and Disposal Schedule. Certain records (e.g. historic Register of Interests) may be retained permanently for transparency and accountability.

Your rights

You have rights under UK GDPR, including the right to access your data, request corrections, restrict processing, or object to processing in some circumstances.

Where can I get advice and more information?

We want to ensure any information we hold is accurate. You can help us by promptly informing us of any changes to information we hold about you. If you have any  concerns, questions, or complaints about how your personal information is handled, please contact our Data Protection Officer by emailing dataprotection@southderbyshire.gov.uk or by telephoning 01283 595795.

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner’s Office (ICO) at:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Telephone: 0303 123 1113 (local rate) or 01625 545 745 (national rate number).

Email: casework@ico.org.uk.

Further guidance on the use of personal information can be found at www.ico.org.uk.