- Name of Service - Community Partnership and Engagement
- Directorate - Customers and Communities
- Date of issue - 7 November 2019
- Date of current version - 21 September 2022
- Review date - currently under review
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 Service, excluding the Your Fund Surrey funding programme which has its own privacy notice.
We collect personal data to provide a public service to residents, individuals, businesses, community groups and organisations, local and statutory partners, practitioners, and elected officials.
We may also collect data via surveys on our website to obtain feedback to help us improve our services.
What processing of personal data is undertaken by the service
We invite interested residents and other parties to subscribe to local/joint committee updates via our website. Our Mod Gov 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 process applications and payments for grants that help to empower Surrey's communities and help people, towns and villages to thrive. Since grant funding is paid from public funds, which are subject to scrutiny, we may use the contact details provided to request more information from you, within a reasonable time, for inspection and/or auditing purposes in relation to use of our grant funding.
Engaging with communities and working in partnership
Our aim is to keep residents, community groups, businesses and our local partners informed about the work that we are either involved in, or supporting, to create empowered and thriving local communities. We use the contact details provided to us to communicate with individual residents, community groups and practitioners in organisations that we work in partnership with including parish, district and borough councils, the Police, Surrey Fire and Rescue Service, Clinical Commissioning Groups, Primary Care Networks, social housing providers, utilities, the Environment Agency and the voluntary and community sector.
As part of our commitment to continuously improving our customer service, we may contact residents who have previously received funding, asked questions or brought a petition to the Local or Joint committee for their feedback on their experience. This information is kept anonymous and solely used by the team to identify service improvements.
What information do we collect?
The following information is collected for the purposes outlined above:
- Email address
- Phone number
- Address and/or postcode
- Bank details
- Social Media handles
- Comments, film or images publicly posted by you on social media
How we are allowed to use your personal data
As part of processing grant applications or funding bids, contact and financial details are required to transfer funds. Individuals and organisations enter into a contract with us, which also 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.
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 firstname.lastname@example.org 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.
When residents or other interested parties contact us to find out about or engage with the local or 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.
To process grant payments, names of individuals and organisations, job titles, email addresses, bank details are held electronically and shared with the council's Payments Team in Business Operations.
Data shared externally
If you have provided us with your social media contact details, we will take it to mean that you give us consent to interact with you through the associated platform including, but not limited to, Facebook, Twitter, Instagram, TikTok and YouTube. We may send you a direct message or use the social media handle you provide to tag you in posts that we believe may be either relevant or of interest to you. We may follow you on social media or share information that you post publicly on the platform with others (for example, by using Twitter's retweet function). Information that you have sent to us privately through the channel, including direct messages, will not be shared publicly without seeking your consent first. By consenting to interact with us on social media, we will jointly be subject to the privacy policies of these platforms.
Except in relation to social and digital media, as described above, 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.
Personal data may be collected in surveys published on our website and hosted by our system providers Citizen Space or Common Place. This is used within the team to improve our services and collect customer feedback.
Residents who are in direct contact with the Service in relation to asking a question, or bringing a petition to the committee, may have the contact details they provide kept by the team 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.
We tell residents who ask a question or submit a petition that their name will be included with the agenda papers unless they request anonymity.
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 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 are detailed in the Surrey County Council countywide data retention schedule.
For further information on our privacy notices, please see information and privacy.