We are currently experiencing significantly high demand for subject access requests and therefore there are delays in processing these types of requests. We sincerely apologise for any inconvenience this may cause.

This privacy notice sets out how we process your personal information relating to Live streaming of meetings:

What information do we need?

Our processing activities may include:

  • Name
  • Audio and video call recording (for the purpose of accuracy of the minutes being taken only)
  • Images

The personal data YouTube will collect from you will include your:

  • Name
  • IP address

This is needed to allow video conferencing and live streaming to work properly.

Why do we need it?

We use Microsoft Teams and Zoom conferencing technology for remote attendance at meetings by Councillors, where they are able to hear and where practicable see, and be similarly heard or seen by:

  • Other Councillors, whether attending in person or in remote attendance; and
  • Any members of the public who are attending remotely to exercise a right to speak at the meeting in accordance with constitutionally adopted procedures; and
  • Any other members of the public and press attending the meeting remotely to observe.

Currently, we are trialling streaming live in-person meetings via Zoom to YouTube.

The press and members of the public are able to observe our meetings (held in open session), through our YouTube channel.

Why are we allowed to process your information?

Data protection law allows us to process your information within certain conditions. In this case we have a legal obligation under

  • The Local Government Act 1972
  • The Local Government (Access to Information) Act 1985
  • The Local Government Act 2000
  • The Localism Act 2011
  • The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
  • The Openness of Local Government Bodies Regulations 2014

We also process your personal information where needed for the performance of a task carried out in the public interest under the laws that apply to us, or the exercise of official authority vested in us.

YouTube and Zoom process your information on the basis of consent.

Do we share your information?

Sometimes we need to share your information with others. We will only do this when it is necessary in order to offer you this service, or if we are required to do so by law. We do not plan to share it with anyone else or use it for anything else.

Minutes and details of decisions are published on our website once available. If you have asked a question or participated in a discussion some information about you may be included in our minutes. Please note that websites can be seen throughout the world, and not just in the United Kingdom where UK law applies.

How do we keep your records confidential and secure?

Everyone working in the Council has a legal and professional duty to ensure that all your information is safely and securely protected and kept confidential. We will take all reasonable steps to prevent the loss, misuse or alteration of your personal information. Our networks are kept secure, internal and external IT is protected using appropriate safeguards, and audits ensure we protect your right to privacy and confidentiality. We only keep your records as long as we need to and are required to by law, after which they are securely destroyed.

How long do we keep your information?

We will only hold your information for as long as necessary or as the law requires. We will keep your information for as long as it is required in order to comply with legal and regulatory requirements.