Councillor Casework Privacy Notice

As your elected councillor, I may collect and use personal information to help investigate and resolve issues raised by you and to represent your interests.

This privacy notice explains how your personal information will be used when I provide casework assistance.

Who is responsible for your information?

When carrying out constituency or ward casework, I process your personal information that you provide.

Elected representatives are exempt from ICO Registration.

Council role – acting as part of the local authority (e.g. committees). Data (Ward and constituency casework, Correspondence with residents and handling constituent enquiries and Representative and political activities as a councillor) is covered by the Council’s registration. 

Councillor: [Name]
Ward: [Ward Name]
Contact Details: [Email Address / Telephone Number]

What information I collect

I may collect and process the following types of personal information:

  • Name and contact details
  • Address
  • Date of birth (where relevant)
  • Family or household details
  • Details of your enquiry, complaint or request
  • Correspondence between us
  • Information provided by third parties on your behalf
  • Information received from public bodies and organisations in relation to your case

Depending on the nature of your enquiry, I may also process special category information such as:

  • Health information
  • Information relating to disability or care needs
  • Information revealing racial or ethnic origin
  • Religious beliefs
  • Trade union membership
  • Other sensitive information relevant to resolving your case

Why I use your information

Your information is used to:

  • Investigate your enquiry or complaint
  • Make representations on your behalf
  • Seek assistance from the Council, government departments, public bodies, housing providers, health organisations or other relevant bodies
  • Keep records of casework undertaken
  • Contact you about your enquiry

Lawful basis for processing

The lawful basis for processing your information is:

Article 6 UK GDPR

  • Article 6 (1)(e) – processing is necessary for the performance of a task carried out in the public interest.

Where special category personal data is processed, the additional condition is:

Article 9 UK GDPR

  • Article 9(2)(g) – substantial public interest.

The relevant condition under Schedule 1 of the Data Protection Act 2018 is usually:

  • Paragraph 6 – statutory and government purposes; and/or
  • Paragraph 23 – elected representatives responding to requests.

Who I may share your information with

To progress your case, I may share relevant information with:

  • Council departments
  • Elected members
  • Welsh Government
  • UK Government departments and agencies
  • NHS organisations
  • Registered social landlords or housing associations
  • Police or emergency services
  • Schools, colleges or educational establishments
  • Other organisations relevant to your enquiry
  • Other Agencies or Departments where an appropriate Lawful Basis exists under UK GDPR Article 6

Information will only be shared where necessary to deal with your case.

Where you are raising concerns on behalf of another individual, I may need to obtain their consent before progressing the matter.

How long information is kept

Casework records will be retained in accordance with my records management arrangements and any applicable retention schedules.

Typically, casework records will be retained for the duration of the councillor’s term of office and for a defined period afterwards where necessary for legal, audit or accountability purposes.

Your rights

Under data protection legislation, you have rights including:

  • Your right of access – You have the right to ask us for copies of your personal information.
  • Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
  • Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
  • Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
  • Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
  • Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
  • You have a right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your personal information has been handled by RBC. They can be contacted at:
    Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
    Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk
Last updated on 03/11/2026