How we use your information

The categories of information that we collect, process, hold and share include:

  • personal information (such as name, address, telephone number and email)
  • parish council office or clerk contact details
  • freeman and honorary alderman contact details

If you would like to participate in meetings of the planning committee or council, democratic services will ask you for your:

  • name
  • email or postal address
  • telephone number

In order to make a video recording of the meetings held in public (Part 1), we will collect, store, and use the following categories of personal information about you:

  • your voice will be recorded if you speak at the area planning committee or ask a question at council
  • your image will also be recorded if you use a video feed to speak at the area planning committee
  • your name will be recorded when invited to speak and will be made available on the recording of the meeting

Your voice and image will be collected from the recording of the meeting which is being captured by the council. The meeting itself is held within the Microsoft Teams software used by the borough council to host virtual meetings.

Why we collect and use this information

We use your data to:

  • enable us to send you correspondence related to council meetings
  • provide information on our website for residents of Tonbridge and Malling to be able to contact relevant town or parish councils and borough councillors
  • maintain distribution lists for a number of council related functions such as standards, planning and licensing
  • enable you to take part in certain meetings (whether remotely or in person)
  • invite to civic events
  • maintain an archive for historic purposes and research

The lawful basis on which we use this information

We collect and use this information for the performance of tasks carried out in the public interest (for example to involve local representatives, to consult and co-operate and promote democracy) or for official functions under local government legislation, including:

  • Local Government Act 1972
  • Local Government Act 1999
  • Local Government and Public Involvement in Health Act 2007
  • Local Democracy, Economic Development and Construction Act 2009

In relation to members’ interests (including those of parish councillors) we collect and use this information to fulfil legal obligations upon the council.

Storing this information

For borough councillors information is held for the period of office which is four years. However, all data is reviewed annually to ensure that website content and contact details are correct.

For parish councils, information for the chairman and clerk is held for the term of their office. This is reviewed annually to ensure that website content and contact details are correct.

For freeman and honorary alderman information is held indefinitely so that the borough can maintain a historical record of persons upon whom it has conferred special status. This information is reviewed regularly to ensure that contact details are correct.

Recordings of meetings will be held for a limited period in the event that a decision or resolution of the council is challenged.

Who we share this information with

We routinely share information with:

  • borough councillors
  • members of the public
  • planning services

Public meetings are livestreamed and recorded on YouTube.

Why we share this information

We share information to enable effective communication between borough councillors, officers, parish councils and residents, businesses and organisations of Tonbridge and Malling and in order to promote democratic engagement.

Public register

The council is required by statute to keep a public register of borough councillors’ disclosable pecuniary interests. This register may contain personal data. 

See register at Your borough councillors

In addition, the council is required by statute to publish a register of interests for parish councils. This register may contain personal data.

See Parish council register of interests

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information please contact Adrian Stanfield, the council’s Data Protection Officer at

You also have the right to:

  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have personal data rectified, blocked, erased or destroyed
  • claim compensation for damages caused by a breach of the data protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at How to make a data protection complaint to an organisation.

Further information

If you would like further information about this privacy notice, please contact Adrian Stanfield, the council’s Data Protection Officer at

The council collects and uses personal information for a number of purposes across all of its departments and functions. To find out more about how the council uses the personal information it collects, please refer to the Corporate privacy notice.