- How we use your data
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The Governance and Democratic Support Team typically holds the following types of personal data:
- Names and addresses of individuals submitting questions to Council
- Agenda Part 2 reports to Committees, Sub-Committees, Cabinet, Panels etc, which includes personal information relating to an individual. This may include name, address, personal financial details etc.
- School admissions appeals and exclusion appeals which includes personal information relating to children and their parents such as names, addresses etc.
- Petitions submitted to the council which may be referenced at a full council meeting or at a committee meeting. Petitions typically will include the name, address and postcode of signatories and possibly email and phone numbers for the lead petitioner. We will only publish information relating to the lead petitioner and we will not publish any personal information about signatories to petitions. We may use the postcodes of signatories to undertake a geographical analysis of how many people in each ward in the city have signed a petition and we may, on request, provide postcode data to a lead petitioner for equivalent analysis purposes.
- Names, addresses and emails of people that subscribe, or have requested alerts as part of our committee management system, to participate and be informed about the democratic process.
- Personal details of persons submitting complaints against councillors.
- Details of people and organisations that give evidence to overview and scrutiny committees.
- Details of people and organisations that submit requests and suggestions for overview and scrutiny to look at particular subjects
We only keep this data for as long as the law requires or allows us to.
We hold this data for the following purposes:
- The names and addresses of persons submitting questions to Council are required to ensure the validity of the question and to keep the questioners informed about how the questions are being dealt.
- Information in Agenda Part 2 reports is required to ensure that all decisions taken by the Council are made on the basis of accurate, up to date and complete information.
- Information concerning school admissions appeals and exclusion appeal is required to ensure that all decisions taken by the bodies hearing the appeals are made on the basis of accurate, up to date and complete information.
- Information concerning the details of signatories to a petition are required to ensure a petition is valid. This information will be required as part of our Petition Scheme and to ensure petitioners’ engagement in the democratic process of the Council, which may include overview and scrutiny committees.
- Information concerning the details of persons submitting a complaint against a councillor are required for investigating and responding to the complaint.
- Information about people/organisations giving evidence to overview and scrutiny committees is required as proof of its validity and to enable contact to be made with contributors about the use of the information /evidence in reports.
- Information about people/organisations submitting requests to overview and scrutiny is kept to communicate responses to the requests.
We use data in this way in order to carry out tasks in the public interest.
We may share data with our internal audit team to evaluate the effectiveness of the organisation’s risk management, control and governance processes. We may also share your data with the council's fraud team to help to prevent and detect fraud.
- Who to contact if you have questions
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If you wish to speak to us in relation to this service please contact Helen Barr, Governance and Democratic Support Team Leader on 01782 232784 or helen.barr@stoke.gov.uk. If you wish to discuss your rights under information law please contact the information rights team at foi@stoke.gov.uk or Information Rights Team, Floor 2, Civic Centre, Glebe Street, Stoke-on-Trent ST4 1HH
If you wish to complain about how your personal information has been handled by Stoke-on-Trent City Council, contact the information rights team in the first instance using the details above. If you are not satisfied you can complain to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, or call 03031231113