Richmondshire District Council

Democratic services privacy notice

This privacy notice is designed to help you understand how and why democratic services process your personal data. This notice should be read in conjunction with the council’s corporate privacy notice and other purpose-specific notices which can be found at the end of this page.

Who are we?

Richmondshire District Council is a ‘Data Controller’ as defined by Article 4(7) of the General Data Protection Regulation (GDPR).

The council has appointed Veritau Ltd to be its data protection officer. Their contact details are:

Information Governance Office
Veritau Ltd
County Hall
Racecourse Lane

01609 532526

What personal information do we collect?

  • Contact information including names, address, email and telephone numbers

Why do we collect your personal information?

  • Deliver the services you requested
  • Allow us to undertake statutory functions and meet legal obligations
  • Confirm your identity to provide some services
  • Contact you by post, email or telephone
  • Council and officer decision making
  • Register your interest to participate in the democratic process
  • Investigate a complaint against council members
  • If you submit a petition to the council

Who do we share this information with?

We may need to share your personal data with councillors, our local MP, or other public bodies if:

  • You have requested help or information and to enable us to resolve queries or issues you have raised
  • Where it is necessary to comply with a legal obligation
  • You have invited the Chairman to attend an event or you are invited to a civic event


If you are commenting or making representations to a planning or licensing application extracts of comments received will be published on the council’s website as part of the committee documents. Personal contact details will not be published as part of any public record. Access to any confidential information you submit to other departments which may form part of a committee report is governed by legislation and restricts publication of exempt information and access to meetings at which exempt information is considered.  

How long do we keep your information for?

We will not keep your personal information longer than needed for the purpose for which it is collected and will follow the retention and disposal guidance produced by the Local Government Association and in accordance with the Local Government (Access to Information) Act 1985.

If you attend or make representations to a committee of the council and your name and comments are recorded, they will form part of committee documentation which is published on the council’s website. We are required to keep committee documents open for inspection for six years after the date of the meeting (four years for background papers). Minutes of the council form part of a permanent historic archive.

We will keep all records relating to complaints against councillors until the councillor ceases to hold office with the council.

Any records relating to civic events will be held until the expiry of its administrative use and no later than seven years.

Petitions submitted to the council will be kept for six years.

What is our lawful basis for processing your information?

We process your personal information in accordance with our public task and legal obligations and in relation to the council’s decision making processes (public access to documents, officer and committee decisions and attendance at meetings) the following legislation:

  • Openness of Local Government Regulations 2014
  • The Local Government (Access to Information) Act 1985
  • Local Government Act 1972

Further information

For more information about how the council uses your data, including your privacy rights and the complaints process, please see our corporate privacy notice.

A to Z of Services