Congratulations on your election to Lichfield District Council. Please fill in this form, so we can register you as a councillor, set up your email address, create your online councillor profile, and create your car park permit and ID badge/access card. Don't forget to also fill in your declaration of office form and payroll form - paper copies of these are included in your councillor welcome pack.
You will be asked to enter your name, address, contact details, emergency contact details and details about your vehicle(s) as part of this online form – this is classed as your personal data.
We will process the data you provide to set up/create your email address, car park permit, ID badge and online councillor profile. We will also enter your emergency contact details onto a secure register, so that we can access them at any point if we need to during your term as a councillor (e.g. in the case of accident and emergency).
Information held in electronic form is stored securely and only certain individuals have access e.g. democratic services, human resources, IT staff and directors on call. The systems are encrypted and protected by passwords. Information held in written form is stored in a secure office.
Your personal details will be shared with our human resources, democratic services and communications staff who manage your profile on the council’s website, register you as a councillor via a secure content management system and process your allowances claims via a secure content management system. They will also be shared with our car parks team to process your permit and our IT service desk to create your ID badge and council email.
Your personal details will also be used to create your online councillor profile which is shared with the public via the council’s website and may be used by other members of staff. The website can be seen around the world, not just in the UK, where UK law applies.Your contact details may be shared with the council’s monitoring officer, deputy monitoring officer, any independent person(s) appointed to the Audit and Member Standards Committee to deal with standards (code of conduct complaints) matters and any external investigator(s), should a complaint be made against you which requires investigation, in accordance with our code of conduct. We may disclose your information to others in accordance our policy for the prevention and detection of crime, or as required by law. We may also be required to release information about you under the Freedom of Information Act 2000 where an exemption does not apply.
The information will be held securely until you are no longer a councillor, at which point the majority of it will be destroyed after a period of six months (i.e. information held as a written record will be securely disposed of, and information held electronically will be deleted from the council’s server). Payroll data is however stored for HMRC purposes for seven years after you are removed from the council’s payroll. Some non-sensitive information (such as your election record, your name, your party, and the position(s) you held, and any agendas and minutes in which you may be named) will also be maintained indefinitely and will become part of the historical public record.
You have a number of rights regarding your personal data, including withdrawing your consent where we have asked
for it. You can also ask for a copy of the information we hold about you and ask us to correct anything that is wrong. For detailed information about your rights please see www.lichfielddc.gov.uk/privacynotice
If you have any questions, please email our data protection officer at firstname.lastname@example.org in the first instance, or if you have concerns about the way we have processed your personal data, please contact the Information Commissioner (ICO) www.ico.org.uk