Privacy notice

Democratic and Committee Services

Democratic and Committee Services

This privacy notice relates to the Democratic and Committee Services function at Nuneaton and Bedworth Borough Council including associated services via the Council website and Customer Relationship Management (CRM) system.

Personal Data and Committee Meetings

When participating in or attending Council or committee meetings, personal data may be collected and processed as part of the democratic process. This also includes use of Petitions submitted to the Council for consideration.

This includes names, contact details, and any information submitted in questions, deputations, or statements. Meetings are often recorded, live-streamed, and include a document confirming the resolutions and matters arising from the meeting (meeting minutes). The content may be made publicly available on the Council’s website in line with transparency requirements. Personal data shared during these meetings — whether through written submissions, spoken contributions, or presence at the meeting will be handled in accordance with data protection legislation and this privacy notice. By participating in a public meeting, individuals acknowledge that their data may form part of the official record.

It applies to information provided by written correspondence such as post as well as electronic communication such as email and telephone. Furthermore, committee meetings are held in public so this includes any communication during such meeting which is required to be noted and documented for the purposes of a meeting agenda and/or minutes of such meeting.

In addition to the above, we collect the following information about Councillors and Co-opted Members:

  • Register of Interest Forms including gifts and hospitality.
  • Emergency contact details.
  • Related Party Transaction Forms.
  • Photos, ward, address and contact information.
  • Bank details for member allowances.

The team hold the register of interests for all Councillors.

The data controller

The data controller is:

  • Nuneaton and Bedworth Borough Council, Town Hall, Coton Road, Nuneaton CV11 5AA, United Kingdom

We will store the data in our CRM system, document management system and on the network, restricting access according to our data security policies.

Personal data

Personal data collected will vary depending on the context (e.g. committee meetings, public participation, correspondence), but typically includes:

Basic Identifiers

  • Full name
  • Address
  • Email address
  • Telephone number
  • Organisation name (if representing one)

Participation Information

  • Comments, questions, or representations submitted to meetings in written, electronic, or verbal format
  • Petitions and supporting information
  • Registration to speak at meetings or ask public questions
  • Attendance records at meetings (in person or virtually)

Communication Records

  • Correspondence (emails, letters, contact forms)
  • Meeting invitations and RSVPs
  • Phone call records (where applicable)
  • Electronic communication such as text, messaging Apps

Audio/Visual Data

  • Audio and video recordings from live-streamed or recorded committee meetings
  • Still images from video content or photography (e.g., of speakers or attendees)

Public Domain Contributions

  • Statements made in public meetings (as part of minutes or webcasts)
  • Published submissions or reports authored by individuals

This privacy notice applies to all forms of communication where personal data is collected or processed as detailed below

Written Communication

  • Paper forms
  • Letters
  • Printed surveys
  • Application forms

Electronic Communication

  • Email
  • Online contact forms
  • Social media messages or interactions e.g. Facebook, X, DMs
  • Instant messaging Apps

Verbal Communication

  • Phone calls
  • In person activity/communication
  • Voicemails

Online Activity

  • Website visits
  • App usage
  • Account registration and logins
  • Online chatbots/helpdesk tools

Visual/Audio recording

  • CCTV footage
  • Photographs
  • Audio recording inc interviews, meetings etc
  • Vido conferencing platforms e.g Teams, Zoom etc

Third Party Data Sharing

Information shared or received from partners, service providers or contractors.

Why the Council needs your information and how the Council uses it: 

Under data protection legislation, we are permitted to use your information because we have a statutory duty for committee meetings to be open to the public and for a record such meetings to be made available and published. This includes but is not limited to the process of petitions, speaking at a committee meeting and/or submitting a question or statement to Full Council.

Furthermore, this privacy notice also relates to any co-opted members appointed to a committee or overview and scrutiny panel.

The Council will only collect and process personal data that is necessary for the performance of its statutory functions and democratic responsibilities. Where sensitive or special category data is collected, it will be handled with enhanced safeguards and only when relevant and lawful to do so.

Legal basis:

The processing is necessary so that we can comply with:

  • UK GDPR Article 6.1(c) Legal obligation - as set out in the Local Government Act 1972 (s.100); Local Authorities (Executive Arrangements) (Access to Information) (England) Regulations 2012; Local Democracy, Economic Development and Construction Act 2009; Local Government Act 2000; Local Government Access to Information Act 1985.
  • UK GDPR Article 6 (1) (e) Public Task – we collect and lawfully process your personal data as it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in us.
  • The Openness of Local Government Regulations 2014.

If you do not provide the information we ask for we may not be able to provide the service that you need.

Consent:

We do not need your consent to collect or process your personal. This is because we need the information from you in order to provide you with the service(s) that you have requested.

Disclosure:

Nuneaton and Bedworth Borough Council may pass on your personal data to third parties for the purposes of detecting or preventing fraud or other crime, or if it is necessary to provide the service that you have requested. These organisations may include but are not limited to:

Warwickshire County Council, Warwickshire Police, the Department of Work and Pensions, or any other organisation where we are required or permitted by law to share information.

The council has a data processing contract with Jadu, who provide our website and related support services.

The council systems are protected by security including password access and relevant policies and procedures.

They are only permitted to process your data in accordance with our written instructions in order to provide you with the services you need.

Retention period:

Nuneaton and Bedworth Borough Council will process personal data for the period it takes to provide you with the service that you have requested and for as long as legally required.

The council must disclose that copies of agendas and minutes are also kept as a permanent historical record. 

Your rights as a data subject:

You have the right:

  • to request a copy of the information that we hold about you.
  • to correct data that we hold about you that is inaccurate or incomplete.
  • in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • where certain conditions apply to have a right to restrict the processing.
  • in some circumstances, to have the data we hold about you transferred to another organisation.
  • to object to certain types of processing such as direct marketing.
  • to complain if we refuse a request you may make using these rights and you are not happy with our reason.

We may refer any request you may make using these rights to another organisation, if they have been involved in processing your personal data.