Privacy and Community Boards

This privacy notice explains how the Community Boards at Buckinghamshire Council (the data controller) will use the personal information we collect about you when you use this service.

We will hold the following information about you:

• Name
• Email address
• Telephone number

If you make a request to attend a Community Board and/or action group, we may hold information in addition to the above:

• Voice recordings and/or images. This is for the purpose of note taking. You will be informed of this when you receive your meeting invitation and at the start of the meeting before recording commences. You may withdraw your consent before the recording takes place. If voice recordings/images are recorded as part of an on-line meeting, it will not be possible to remove your information from the recording and we will keep all information relating to the meeting in line with our policies and legislation.
• Health information

If you make a request for a funding application, we may hold the information in addition to the above:

• Position/role in the organsiation/group
• Address
• Any other personal data relevant to your specific application

We need your information for the following reasons:

• To provide you with our services and to develop and improve our services
• To send you meeting invitations and to advise you of changes or cancellations
• Health information (when appropriate) to enable you to attend our in-person sessions and/or in case it is needed in an emergency
• To process funding applications
• To monitor projects funded by the Community Board
• To send out surveys
• To provide you with news and information, including newsletters. This may include the work of the Community Board, the work of partner organisations and groups etc. and information on local events and consultations etc.

The legal bases for processing the data under the UK GDPR and Data Protection Act 2018 are:

• Article 6(1)(e) We need it to perform a Public Task
• Article 6(1)(a) your consent
• Article 9(2)(g) Substantial public interest (for special category data such as health information)

We will always ask you if we are relying on consent. You can remove your consent at any time. You can do this by contacting [email protected]

You may have given us some permissions in relation to your marketing preferences. You can change this at any time. You can review these regularly to make sure you are still happy with them by contacting your Community Board Manager.

To find your community board manager, go to Community Boards | Buckinghamshire Council.

If you do not give us your information, or withdraw consent, we may not be able to provide you with the service.

other invitees of Community Board or action group meetings. We will ask your permission before sending any invitation. If you don’t consent, we will seek an alternative.

• Community Board Members. A full list of these can be found at Community Boards | Buckinghamshire Council
• Other relevant services within the council and external partners, including those in the community and voluntary sector, Dotdigital and other technology partners.
• Other bodies responsible for auditing or administering public funds and in relation to safeguarding purposes or in connection with the prevention of crime, criminal or legal investigations or proceedings including fraud (and the National Fraud Initiative) or regulatory functions.

We will securely hold your information and only keep it for as long as is necessary, in line with our record retention policy. At the end of this period your records will be confidentially disposed of.

We will not carry out any automated decision making.

You have legal rights over your information. For details of those rights, see our corporate privacy notice. Your rights will differ depending on our lawful basis for processing your data.

Our Data Protection Officer can be contacted at Buckinghamshire Council, The Gateway, Gatehouse Road, Aylesbury, HP19 8FF, by email at [email protected] or by phone at 0300 131 6000.

If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer. You can also then complain to the ICO if you remain unhappy with how we have used your data.

Date of publication/last update: July 2024