Community Partnership and Engagement - Privacy Notice


  • Name of Service - Community Partnership & Engagement
  • Directorate - Transformation, Partnership & Prosperity
  • Date of issue - 7 November 2019
  • Review date - 7 November 2020


The reasons why we use your personal data

Purpose / function of the service

This privacy notice applies to the functions of the Community Partnership and Engagement team. Our commitment is to make local democracy and local decision making open, transparent and accountable.

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.

What processing of personal data is undertaken by the specific teams or service

Local/Joint Committees

We invite interested residents to subscribe to local/joint committee updates via our website. Our committee management system allows residents to sign up 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 might collect data via surveys on our website in order to improve our services.

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.


As grant funding is paid from public funds, which are subject to scrutiny, we may use the contact details provided to request more information within a reasonable time for inspection and/or auditing purposes.

Partnership working

For the purposes of Partnership working we use contact details (name, address, email, phone number) to communicate with practitioners in organisations that we work in partnership with through:

  • The Surrey Civilian Military Partnership Board
  • Surrey Prepared – the Surrey Community Resilience Partnership
  • The Local/Joint Committees

These organisations include (but are not limited to) district/borough councils, Surrey Police, Surrey Fire & Rescue Service, the Probation Service, NHS Clinical Commissioning Groups, social housing providers, utilities, the Environment Agency, the Armed Forces and the voluntary sector. We contact them to invite them to meetings and conferences, circulate minutes and agendas, coordinate joint training opportunities and inform of new policy and practice in relation to the specific subject area.

What information do we collect?

The following information is collected for the purposes outlined above:

  • Name
  • Email address
  • Phone number
  • Address and/or postcode
  • Bank details of local community organisations (for funding purposes only)
  • Car registration details (for meetings where appropriate)

How we are allowed to use your personal data

Were we have a contractual obligation, for example as part of processing funding bids, contact and bank account 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 three tiers of government mean we proactively provide meeting reports to elected officials.

How we are allowed to use your personal data

To process your personal data, we will explain to you what we are asking you to agree to and why. 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 we will deal with your request.

Who we share your personal data with

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.

Residents who contact the Partnerships Team to ask a question, or bring a petition to the committee, may have their contact details 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 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.

Automated decision making (when computers make any decisions about you)

We do not use automated decision making

Retention of data

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

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

Other information

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