Public and External Involvement in Committees privacy notice

We keep this privacy notice under regular review and it was last updated in April 2026.

We respect your privacy and is committed to protecting your personal data. This privacy notice will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

This notice is aimed at those attending meetings in an organised or formal capacity. General public attendance to observe meetings does not require the provision of this information – members of the public attending meetings may be asked to sign in at reception but this information will be used in accordance with general building access and safety arrangements covered the relevant Infrastructure privacy notices.

Who we are

We collect, use and are responsible for certain personal information about you. When we do so we are regulated under the United Kingdom General Data Protection Regulation (‘UK GDPR’) and the Data Protection Act 2018 (DPA 2018). We are responsible as ‘controller’ of that personal information. Our Data Protection Officer is Benjamin Watts.

The personal information we collect and use

Information collected by us

In the course of recording and managing formal involvement of external parties in Committee meetings (subject to the Local Government Act 1972), we may record:

• name, contact information, address
• car registration (if required for parking, subject to availability).

We may also collect the following ‘special category data’ (personal data which is more sensitive and is treated with extra care and protection) when you provide it to us:

• health data in relation to accessibility requirements.

How we use your personal information

We use your personal information to:

• communicate with you as our guest
• make appropriate arrangements to facilitate your participation in the meeting (seating)
• maintain accurate minutes of formal meetings, including recording and publishing the names of those attending and speaking at these meetings.

Reasons we can collect and use your personal information

We rely on Article 6(1)(e) “processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller” as the lawful basis on which we collect and use your personal data.

The processing of this data is necessary for the performance of a task in the public interest, in terms of ensuring the effective running of our Committee meetings as required by the Local Government Act 1972 and other relevant regulations, particularly those relating to access to information (ensuring transparency of local government activity). The data is required for the arrangement and recording of attendance of those participating in our Committee meetings.

We rely on Article 9(2)(a) explicit consent as the lawful basis for managing any health information you provide to us for dietary or accessibility purposes (special category data). You do not need to provide this information but it may prevent us from meeting any relevant needs you have.

How long your personal data will be kept

• Name and job role or capacity in which you attended the meeting will be recorded indefinitely within the minutes of the meeting.
• contact information will be held until after the next meeting of the relevant committee to allow for communication regarding minute accuracy.
• Where you are a regular guest of a committee, your details (including any health information provided to manage accessibility or dietary requirements) will be held until the meeting ceases to exist (pending operational review every two years and subject to changes in your attendance arrangements).

Who we share your personal information with

• Your name and job role may be published as part of the agenda pack and will be recorded within the public minutes of the meeting (both published online).
• Committee minutes will held permanently as they are a core historical record of the authority
• Your name and other details may be shared with our facilities teams and other officers involved in the items under discussion to assist with meeting administration.

We will share personal information with law enforcement or other authorities if required by applicable law or in connection with legal proceedings.

We will share personal information with our legal and professional advisers in the event of a dispute, complaint or claim. We rely on Article 9(2)(f) where the processing of special category data is necessary for the establishment, exercise or defence of legal claims or whenever courts are acting in their judicial capacity.

Your rights

Under the UK GDPR you have rights which you can exercise free of charge which allow you to:

• know what we are doing with your information and why we are doing it
• ask to see what information we hold about you (subject access request)
• ask us to correct any mistakes in the information we hold about you
• object to direct marketing
• make a complaint to the Information Commissioners Office
• withdraw consent at any time (if applicable)

Depending on our reason for using your information you may also be entitled to:

• ask us to delete information we hold about you
• have your information transferred electronically to yourself or to another organisation
• object to decisions being made that significantly affect you
• object to how we are using your information
• stop us using your information in certain ways

We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Your request may delay or prevent us delivering a service to you.

For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office (ICO) on individuals’ rights under GDPR.

If you would like to exercise a right, contact the Information Governance Team at data.protection@kent.gov.uk .

Your right to withdraw consent

Where we rely on your consent to process your personal information, you can withdraw your consent to our use of your data at any time. To withdraw your consent email data.protection@kent.gov.uk .

Keeping your personal data secure

We have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Contact

Contact the Information Governance Team at data.protection@kent.gov.uk to exercise any of your rights, or if you have a complaint about why your information has been collected, how it has been used or how long we have kept it for.

You can contact our Data Protection Officer, Benjamin Watts, through email or post at:

The UK GDPR also gives you right to lodge a complaint with the Information Commissioner who may be contacted on 03031 231113.

Read our corporate privacy statement.