What information do we use

  • personal information such as name, address, email address and telephone number. We will also use your bank details where payment is required for a Mayoral event. Data processing rules call this general personal information
  • more sensitive information such as your image on a photograph taken at a Mayoral event. This is called special category information

Why do we use your information

General personal information

We use your information where it is necessary to:

  • enable us to contact you about an event and process any payments for that event
  • assist the Mayoral services in carrying out the Mayor’s public functions and reporting the events. This will involve sharing it with other TMBC services and councillors but only where you have given your consent for us to do so
  • the Mayor or other councillors (for example the Deputy Mayor) may respond to communications from you

Special category information

We may use your photograph where you have agreed to us giving it to the press or media to write about a Mayoral event but only where you agree to this appearing in the press. If the picture is of a child aged 13 years or under we need the consent of their parent or guardian for us to be able to publish the pictures taken.

How do we collect information from you

  • we may receive this information directly from you with your consent
  • third parties may share information with us, for example schools or other members of the public may provide us with photographs of the Mayor’s visit

Safeguarding your information

We hold your data for such periods as may be necessary to deal with the Mayoral event, including publicly after it has taken place. We will not hold your data for longer than is necessary to do this (two years maximum).

Sharing your information

We share information with:

  • internal services within TMBC and councillors for the purposes of processing for the Mayor’s attendance at events and dealing with the administration of the event
  • third parties where the information has come from them in the first place
  • social media – may be used to share information
  • the media or press for reporting events

Requesting access to your personal data

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

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 foi@tmbc.gov.uk.

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.