Communications Service - Privacy Notice


  • Name of service - Communications Service
  • Directorate - Communications, Public Affairs and Engagement
  • Date of issue - 30 July 2018
  • Date of current version - 17 November 2023
  • Review date - 17 November 2025


The reasons why we use your personal data

This privacy notice applies to the functions of the Communications Service that incorporates Communications functions for Surrey County Council.

What processing of personal data is undertaken by the service?

Your personal data is collated for the purposes of the Communications Service keeping a range of external audiences informed about the services the Council provides. This includes notifying about changes to provision of services and consultations. We also occasionally undertake research to help inform how we communicate. Additional purposes may include service delivery and statistical analysis and reporting.

Our audiences include but are not limited to:

  • Surrey residents
  • Employees of Surrey schools
  • Elected members of partner public authorities
  • Employees of partner authorities
  • Employees of partner organisations
  • Employees of Surrey businesses
  • Employees or representatives of Surrey voluntary, faith and community organisations

We do this in a cost effective and timely way.

What information do we collect?

  • Name
  • Address
  • Contact details – email and/or telephone

If we take a photograph of you or film you, we ask for your consent to use this in the communications we undertake.

How we are allowed to use your personal data

The Code of Recommended Practice on Local Authority Publicity requires us to keep people informed about what Surrey County Council is doing in order that they can hold us to account.

Legal obligation or public task including but not limited to:

The Local Government Act 2000 gives powers to local authorities to promote economic, social and environmental well-being within their boundaries.


To process your personal data, we will explain to you what we are asking you to agree to and why: this applies to when we ask to take a photograph or film of you. If we have consent to use your personal data, you have the right to remove it at any time. If you want to remove your consent, please contact us at the following email address: and mark for the attention of the Communications Service and we will deal with your request.

Who we share your personal data with

We share your personal data with our email contractor E-Shot.

How we work with other services

We work closely with services from across the council, especially with regards to e-newsletters. If you would like to see how they use your personal data, please see the relevant privacy notice:

Retention of data

We continue to hold your data unless you tell us you would like to unsubscribe from the publication or we receive an undelivered notification. All of our publications offer the opportunity to unsubscribe or update your contact details every time they are sent out.

Your photo and film consent lasts for 5 years after which we will re-seek your consent or no longer use the photo or film. However you have the right to withdraw consent within this time period.

Other information

For further information on our privacy notices, please see information and privacy.

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