PN017 - Democratic and Member Services Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Resources
Work Area: Democratic and Member Services
Contact Details:
Privacy Notice Name: Democratic and Member Services

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer on 01495 762200 or email

The Democratic and Member Services Team organise and clerk the Council’s Committees whilst supporting its Elected Members. The team also organise the Council’s civic events. The team may collect your data whilst carrying out its functions.

Who provides your data to the Council?

The personal information we process is provided to us directly by you and indirectly from any other team we interact with internally, in order for us to carry out our role. Your details may also be given to the Team by a Councillor or by a member of the public.

How does the Council collect this information?

  • By email
  • By telephone
  • By physical forms
  • By letter
  • By personal visit to the Civic Centre
  • Via social media
  • Via online meetings being broadcast

What information does the Council collect about you?

The Democratic and Member Services Team collects;

  • Contact details: Name/address/Telephone/email address
  • Video/audio footage if you appear on camera

Why does the Council process your personal data?

Under the UK General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

(c) We have a legal obligation.

(e) We need it to perform a public task.

Special categories of personal data

We may collect the following special category data depending on the type of meeting taking place;

  • personal data revealing racial or ethnic origin
  • personal data revealing political opinions
  • personal data revealing religious or philosophical beliefs
  • personal data revealing trade union membership
  • data concerning health
  • data concerning a person’s sex life
  • data concerning a person’s sexual orientation

We collect this under Article 9 of the UK GDPR.


Where we collect criminal data this is processed within the Council under Article 10 of the UK GDPR.

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

Your data may also be shared externally during broadcasts of meetings.

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?

Yes – Footage is made available via YouTube which is accessible worldwide.

No other data is stored or shared outside the UK.

How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely via a secured network.

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules:

  • Small Schemes data – 6 years + 1.
  • Committee footage recorded on Microsoft Teams is uploaded to YouTube and removed from the Council’s storage system.

Are we making automated decisions/profiling with your data?


Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances)
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact Democratic and Member Services, Civic Centre, Pontypool, NP4 6YB. Telephone 01495 762200 or e-mail

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail

Last Modified: 17/07/2023 Back to top