Community Partnership and Community Safety - Privacy Notice


  • Name of service - Community Partnership and Community Safety
  • Directorate - Highways, Transport and Environment
  • Date of issue - May 2018
  • Review date - May 2019


The reasons why we use your personal data and what processing of personal data is undertaken by the team

This privacy notice applies to the functions of the Community Partnership and Community Safety team.

We collect personal data in order to provide a public service to residents, practitioners, and elected officials.

We may also collect data via surveys on our website in order to improve our services.

We use personal data for various reasons, such as:

Local/Joint Committees

We invite interested residents to subscribe to Local/Joint Committee updates via our website. Our Mod Gov system allows residents to receive automatic notifications when meeting papers are published. Residents can unsubscribe, or change their preferences at any time, by logging on to our web pages.


We process payments for grants related to Surrey community's wellbeing and safety. As Grant Funding is paid from public funds, which are subjected to scrutiny, we may use provided contact details to request more information within a reasonable time for inspection and/or auditing purposes in relation to use of Grant Funding from Surrey County Council.

Partnership working

We use contact details to communicate with practitioners in organisations that we work in partnership with including District and Borough Councils, Police, Fire & Rescue Service, Probation Service, Clinical Commissioning Groups, Social Housing Providers, Utilities, Environment Agency, the Military and the voluntary sector.

What information do we collect?

The following information is collected for the purposes outlined above:

  • Contact details
  • Verification details

How we are allowed to use your personal data


When residents contact us to find out about, or engage with the local /joint committee, we will invite them to subscribe to receive updates through our web pages. This allows the resident to unsubscribe, or change their preferences, at any time.


As part of processing funding bids, contact and financial details are required to transfer funds. Individuals enter into a contract which enables us to use the project information provided to promote and publicise the work.


The provisions of the Local Government Act 1972 and Local Government Access to Information Act 1985 require us to make our meetings and papers open to the public, and our commitment to transparency and partnership working across the 3 tiers of government mean we proactively provide meeting reports to elected officials.

As part of our commitment to continuously improving our customer service, we may contact residents who have previously asked questions or brought a petition to the Local/Joint committee for their feedback on their experience. This information is kept anonymous and solely used by the team to identify service improvements.

We have a statutory responsibility under the Crime and Disorder Act 1998 to work in partnership with other organisations and formulate strategies and action plans in response to identified priority community safety issues.

Who we share your personal data with

Data shared internally

We may share your data with other departments within the county council in order to respond to an issue you have raised with us or take forward an area of work.

To process payments, details (name of individual and organisation, job title, email address, address, organisation's bank details) are held electronically (E-suite) and shared with Surrey County Council's Payments Team in Business Operations.

Data shared externally

We do not share your data with external organisations unless this is required to provide a response from a partner organisation to an issue raised, and we may share relevant information with you on behalf of a partner organisation.

Residents who are in direct contact with the Partnerships Team in relation to asking a question, or bringing a petition to the committee, may have the contact details they provide kept by the team in order to contact them on their local issue.

Names and contact details for residents who subscribe to receive committee papers are held by the Mod Gov system. Names and contact details for residents who raise a petition online are held by My Society.

Personal data may be collected in surveys published on our website and hosted by our system provider Citizen Space. This is used within the team to improve our services and collect customer feedback.

We tell residents who ask a question or put in a petition that their name will be included with the agenda papers unless they request anonymity.

Retention of data

Financial data is kept for a period of 6 years, plus the current financial year.

Archiving – the council has a legal requirement to retain meeting papers for 6 years after the meeting so they can be inspected. Published meeting papers from local and joint committees, which may include the name and question put forward by a resident, are currently archived at the Surrey History Centre. The minimum standards for data retention is detailed in the retention schedule published online.

Other information

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