Public meetings and security procedure privacy notice

Who will own my data once I submit it? 

Knowsley Metropolitan Borough Council.

Why do you need my information? 

The Council has developed a security procedure to manage attendance at public meetings and ensure the security of officers, Elected Members, and the Council’s customers as far as reasonably possible. The information will be required as part of implementing this procedure. In addition, members of the public are permitted to speak at certain public meetings of the Council. The information requested in this respect is to facilitate this process.

What Personal Information do we collect? 

For Knowsley Council to implement its security procedure, we may collect all or some of the following information from you: 

• Personal details (i.e. your name).
• Contact details (e.g. home address, phone number, email address).

What allows you to use my information?

We are required to collect and process data to fulfil official public tasks as a public authority, as part of the Council’s statutory obligations to provide certain services.  This is provided within Article 6 (1)(e) of the UK GDPR by virtue of the following: 

It has been held in case law (i.e. Laporte v Commissioner of Police of the Metropolis) that s100A of the Local Government Act 1972 permits exclusion from Council public meetings so long as the justifiable purpose is to suppress or prevent disorderly conduct or other misbehaviour at a meeting, and this is not limited to the meeting room itself.  The Council’s security procedure, contained within the Policy Statement Regarding Behaviour and Conduct, has been developed to support the health and safety of all attending and mitigate against disruption (which, in accordance with the Public Meeting Act 1908, is in and of itself, a crime).

Members of the public are also requested to provide their name, address and contact details where they are requesting to speak at particular public meetings.  An individual has the right to withdraw their consent to provide this information, but this would mean that they would not be permitted to speak (and they would still be required to provide their name if they wished to attend the meeting in person in accordance with the Council’s security procedure as permitted by the Local Government Act 1972 (as amended) referenced above).

Who will my information be shared with? 

Your information may be shared with the Council’s security provider/personnel and law enforcement agencies where it is lawful to do so. 

In respect of speaking at the Planning Committee, with your permission, your contact details may also be shared with other members of the public wishing to make representations in respect of a planning application. 

Do I have to provide this information and what will happen if I don’t? 

As part of the Council’s security procedure, you will be required to show photographic identification, and to sign in (i.e. provide your name), in order to gain access to a Council building to attend a public meeting.  The Council will only view photographic identification and will not take or retain a copy of the information. 

Should you choose not to provide this information, you will not be permitted to enter the building but will still be able to watch the meeting as it will be live streamed here.

Similarly, members of the public are requested to provide their name, address and contact details where they are requesting to speak at particular public meetings.  An individual has the right to refuse to provide this information, but this would mean that they would not be permitted to speak at the relevant meeting (although subjected to comply with the Council’s security procedure as set out above, they would still be permitted to attend and observe the proceedings).

How long will you keep this data for and why?

Your information will ordinarily be retained for a maximum period of 31 days after the meeting. However, it may be retained for a longer period if required due to health and safety and/or law enforcement purposes, or for example, where a meeting has been adjourned.  It will not be retained for longer than is necessary for the purpose and in accordance with KMBC retention policies.  In addition, if you have registered to speak at a meeting, your name may be reflected within the formal minutes of the meeting, which are retained for a minimum of 6 years but may be retained longer based on business need. 

How will my information be stored? 

Information may be saved manually and electronically (i.e. through emails). 

Where your information is stored electronically this will be on the Council’s secure network. Any paper records are stored in secure lockable storage.  Access is restricted to staff that need to have access to the information as part of their job role (although, as above, this may be shared for law enforcement purposes).

Will this information be used to take automated decisions about me? 

No.

Will my data be transferred abroad and why?

No. 

What rights do I have when it comes to my data?

Under the Data Protection Act (DPA) 2018/ UK General Data Protection Regulation (UK GDPR), you have the following rights with regard to your personal data: -

• The right to subject access – you have the right to see a copy of the personal data that the council holds about you and find out what it is used for
• The right to rectification – you have the right to ask the council to correct or remove any inaccurate data that we hold about you.
• The right to erasure (right to be forgotten): you have the right to ask the council to remove data that we hold about you.
• The right to restriction – you have the right to ask for your information to be restricted (locked down) on council systems.
• The right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
• The right to object – you have the right to ask the council to stop using your personal data or to stop sending you marketing information or complain about how your data is used.
• The right to prevent automated decision making – you have the right to ask the council to stop using your data to make automated decisions about you or to stop profiling your behaviour (where applicable)

To find out more about your rights under the DPA 2018/UK GDPR, please visit the Information Commissioner’s website.

To request a copy of your data or ask questions about how it is used, please download a copy of our form and send it to:
 
Data Protection Officer
Knowsley Council
Nutgrove Villa
Westmorland Road
Huyton
L36 6GA

Or email: Inforights@knowsley.gov.uk

Who can I complain to if I am unhappy about how my data is used? 

You can complain directly to the Council’s Data Protection Team by writing to:

Data Protection Officer
Knowsley Council
Nutgrove Villa
Westmorland Road
Huyton
L36 6GA

Or email: data.protection.officer@knowsley.gov.uk 

You also have the right to complain to the Information Commissioner’s Office using the following details:

The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 08456 30 60 60 or 01625 54 57 45 

Website: www.ico.org.uk