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Elected and Lay/Co-opted Member Privacy Notice

How we use your personal information as an Elected and Lay/Co-opted Member

The Council provides democratic services and functions for local communities and the people who live in them. To undertake this provision, the Council works with Elected Members who have been democratically elected to represent the interests of their community and the Council in addition to Lay/Co-opted Members. The Council therefore collects, uses and stores personal information about Elected Members who represent an electoral ward within the County Borough and Lay/Co-opted Members. As we collect and use personal information about Members, we must make sure that they know what we intend to do with their information and who it may be shared with.

We have summarised in this Privacy Notice some of the key- ways in which we use your personal information as an Elected and Lay/Co-opted Member within the Council. This information should be read in conjunction with the Council’s Corporate Privacy Notice

1. Who we are, what we do? 

Democratic Services, within the Council Business Unit, plays a vital role in providing strategic support to all Elected (Lay Members and Co-opted Members), to assist them undertake their Council function and advocate duties for the communities they serve. It supports strong and transparent governance arrangements. 

To ensure the Council’s democratic functions are continually adhered to and supported, we assist Elected and Lay/Co-opted Members to develop their understanding of the Committee functions, responsibilities and wider Elected Members’ role through a programme of development and training

2. What and whose personal information we hold? 

When you are elected (or appointed as a Lay/Co-opted Member), we need to collect personal information about you, so that the Council can administer its democratic functions appropriately. The information we require from you may include personal information such as; 

  • Name
  • Address
  • Date of Birth
  • Gender
  • Telephone Number
  • Email Address
  • Bank/Payment Details
  • National Insurance Number
  • Declarations of Interest
  • Employment Details
  • Photographs
  • Images and Audio recordings at public meetings
  • Vehicle Registration Mark
  • Political Opinions.
  • Health Data (for accessibility and adjustments purposes i.e. if you are a wheelchair users).

3. Where does the service get my information from? 

The information we hold will be provided to Rhondda Cynon Taf by you, there may be occasions where it may be sought from other sources,

4. What will we do with your personal information? 

 The information provided will be used to ensure the support and service afforded to each Elected Member / Lay Member/ Co-opted Member is adapted to their specific needs. The information is also used to ensure the Council Business Unit can contact you and support you via the dissemination of key documents, information and through personal development reviews to allow Members to undertake their role. 

The recordings and videos from the Council’s virtual meetings will be published to the Council website in accordance with the requirements of the Local Government and Elections (Wales) Act

5. What is the legal basis for the use of this information? 

The legal basis for the use and processing of your personal information is that it is necessary to comply with a legal obligation under the Local Government Act 1972 and the Local Government (Wales) Measure 2011.

6. Does the service share my personal information with any other organisation? 

We share personal data about Elected Members (and in some cases Lay/Co-Opted Members) with; 

  • Other Relevant Council Officers/ Departments
  • The Public via our Webpages (such as your contact details as directed by the individual) political party and ward details and Declarations of Personal Interests
  • The Council’s Payroll team to pay salaries and process claims 
  • The Council's HR team to administer your enrolement as an Elected Member

We do not routinely share any other information about you. 

There are also specific situations where we may be required to disclose information about you, such as;

  • Where the Council is required to provide the information by law
  • Where disclosing the information is required to prevent or detect a crime
  • Where disclosure is in the vital interests of the person concerned

7. How long will my information be kept? 

We keep your information as an Elected Member or Lay/Co-opted Member for 6 years after membership ceases.

8. Your information, your rights 

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you. 

Click here for further information on your information rights and how to exercise them.

9. Contact us 

If you have any concerns or would like to know more about how the service uses your personal information please contact us in one of the following ways: 

  • By email: CouncilBusiness@rctcbc.gov.uk
  • By telephone : 01443 424102 
  • In writing: Council Business Unit, Block E, The Pavilions, Clydach Vale, CF40 2XX