How we use your personal information for Recording and Publishing Meetings of the Council, Cabinet and Committees.
The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals 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 when we record meetings of the Council, its Cabinet and Committee and publish the recordings of those meetings. This information should be read in conjunction with the Council’s corporate privacy notice.
1. Who we are, what we do.
The Local Government and Elections (Wales) Bill that is due to come in to effect places a statutory requirement on all local authorities in Wales to record, broadcast or livestream all Council meeting which are open to the public. This creates transparency and ensures that proceedings are accessible to the public and those who are unable to attend in person.
As a result of the COVID 19 pandemic all Council meetings which are subject to this legislation are now being conducted ‘’virtually’’ through audio and/or video conferencing facilities. As such the public are currently unable to attend/participate in the meetings.
In preparation for the requirements of the Bill and to compensate for Council meetings which are currently unavailable for public attendance, it is intended that this meeting will be recorded and the recording published on the Councils website.
2. What and whose personal information we hold?
We will hold personal information about those that attend the meeting. These are referred to as ‘participants’. Participants may include:
- Elected Members
- Officers of the Council
- Invited guests
When recording the meeting we collect use and store the following categories of personal information about you;
- Your voice which will be recorded when you speak at the meeting
- Your image which will be recorded for the duration of your attendance in the meeting.
At present the Council is using a system called ‘Zoom’ to facilitate and record the meeting. In order for the Council to send you an invite to the meeting and for you to participate in the virtual meeting we will also process the following information either directly or indirectly via Zoom;
- Name, Job title, and organisation you work for etc. (as applicable).
- Contact information such as your email address and telephone number.
- IP address.
3. Where does the service get my information from?
Any information about you which is needed to enable us to send you the meeting request and for you to participate in the virtual meeting will either be obtained directly from you or is likely to be already held.
You voice and image will be obtained directly from you when we record the meeting.
4. What will we do with your personal information?
As outlined above, we will use your information to:
- Send you an invite to the meeting.
- Keep you updated of changes to the meeting.
- Issue you with key information such as agenda, reports etc. ahead of the meeting.
- Record you voice and/or image at the meeting.
- Publish the recording of the meeting on the Council public facing website.
5. What is the legal basis for the use of this information?
Our lawful basis for processing your personal information is Article 6(1)(e) - processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
This is supported by the following legislation:
- The Council’s Compliance with the regulations made under Section 78 of the Coronavirus Act 2020.
- Compliance with the Local Government Act 1972
- Chapter 4 of the Local Government and Elections (Wales) Bill
6. Does the service share my personal information with any other organisation?
The Council does not directly share the recordings of the meetings with any other organisation. However, as recordings of the meetings are published on the Council’s website and are therefore in the public domain they are accessible by anyone.
All recording are stored by Zoom who are a processor of the Council. Zoom employees may have administration access to the recording for support and maintenance purposes and to resolve any technical issues with the recordings.
7. How long will my information be kept?
We will only keep your personal information for as long as necessary to fulfil the purposes for which it is collected. Recordings of Council, Cabinet and Committee Meetings will be stored for 5 years.
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 using your personal information please contact us in one of the following ways:
By email : CouncilBusiness@rctcbc.gov.uk
By telephone : 01443 424098
In writing : Council Business Unit, The Pavilions, Clydach Vale, CF40 2XX