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Democratic services privacy notice

Privacy notice for democratic services.

Who we are and what we do

We administer the Council’s governance arrangements; providing support and advice to councillors; providing support and advice to officers corporately in respect of the Council’s governance arrangements; and providing advice and assistance to members of the public in respect of the Council’s governance arrangements.

Purpose of processing personal data

Why we need your information and how we use it: as a local authority, we have a duty to allow residents of Waltham Forest to bring to attention any concerns they may have within the Borough via the petition scheme. We collect information from you for the purpose of administering the petition scheme i.e. to ‘sign’ an e-petition, you will be asked to provide your name, postcode and email address. When this information is submitted, an email is sent to you including a link to authorise your email address.

Once this step is complete, your ‘signature’ will be added to the petition. People visiting the e-petition will be able to see the names of those who have signed it but your contact details remain private.

Lawful basis for processing

In accordance with the data protection act 2018, we need a "lawful basis" for collecting and information about you. There are a variety of different lawful bases for processing personal data which are set out in the data protection act.

The lawful basis on which we rely in order to use the information which we collect about you for the purposes set out in this notice will be: 

  • Public task

What type of information is collected from you

Petitions - the petition organiser must provide:

  • name
  • postal address
  • email address

Public participation at meetings

  • name

Who your information may be shared with (internally and externally)

Petitions Scheme

Petitions are accessible by all members of the public, therefore if you have created a petition your name will be available for all to see. Other information you provide us with to create the petition such as your postal and email address will not be shared with anyone.

Public Participation at Meetings

Minutes of meetings are accessible by all members of the public, therefore if you speak at a meeting your name will be recorded in the minutes. Other information you provide us such as your postal or email address will not be shared with anyone.

How long we keep your information

Petitions Scheme

Information provided to us to create a petition will be kept indefinitely.

Public Participation at Meetings

Minutes of meetings and the names of speakers at those meetings will be kept indefinitely.

Our Data Protection Officer

Our Data Protection Officer is Mark Hynes. You can contact him at Data.Protection@walthamforest.gov.uk.

Protecting your information

Please see the relevant section of the Corporate Privacy Notice.

Your information choice and rights

Please see the relevant section of the Corporate Privacy Notice.

Complaints and contact details

Please see the relevant section of the Corporate Privacy Notice.

Information Commissioner’s Office

If we’re unable to resolve your complaint to your satisfaction, you can make a complaint to the Information Commissioner's Office (ICO).