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Member Casework privacy notice

Last updated: Thursday, 10 October 2019
Please note: the following notice provides additional privacy information to the Rochdale Borough Council privacy notice.

Part of a councillor’s role is to represent their ward and the people who live in it. Constituents often approach a councillor with a range of problems from parking issues to neighbourhood disputes, overcrowded housing to education. Councillors may contact council officers who handle enquiries about a specific issue. The Governance Support Team co-ordinate these requests and ensure they are directed to the correct officer for a response. A response will be provided either to the councillor or directly to the constituent.

What personal information we collect

We collect personal information to make sure that we can carry out our work. The personal information we collect includes:

  • Address and contact details, including email address
  • Age / date of birth
  • Attainment or educational data
  • Crime or offending information
  • Employment data
  • Ethnicity or nationality
  • Financial, for example, bank details
  • Health or medical records, including disabilities
  • Identifiers, including National Insurance number, passport number, driving licence number and vehicle registration number
  • Marital status
  • Memberships of organisations
  • Name
  • Photographs
  • Political opinion
  • Religion
  • Sexuality

Who we collect personal information about

When we collect personal information it may be about:

  • Applicants
  • Business owners
  • Carers
  • Complainants
  • Customers, service users and residents
  • Elected members
  • Employees, job applicants and volunteers
  • Extended family, for example, parents, children and siblings
  • Litigants and claimants
  • Offenders
  • Pupils and students
  • Residents of the borough

How we use personal information

We use your personal information to:

  • Process applications, requests and appeals
  • Promote the services we provide
  • Support and manage elected members
  • Undertake investigations and audits

Why we use your personal information

We're allowed to process personal and sensitive data for the following reasons under the General Data Protection Regulation (GDPR) Articles and the Data Protection Act:

  • Public task or statutory function
  • Substantial public interest

Who we share your personal information with

We collect information from and disclose information to individuals and organisations that can support our work including:

  • Affected parties
  • Complainants
  • Council departments
  • Elected members and MPs

When we make an automated decision about your personal information

This service doesn't make any decisions using computers or programmes that don't involve a human being when using your personal information.

How long we keep your personal information

There's no minimum legal time limit for how long this service needs to store your information, so we'll only keep your information for as long as is necessary to provide the service you've asked us for.

When we transfer your personal information beyond the European Economic Area (EEA)

This service doesn't transfer your information outside the EEA.

We don't routinely share data with any organisation outside the UK, but our website is available across the internet and we communicate with applicants and stakeholders wherever they are.


To request your personal information and exercise your privacy rights please contact:

If you need to raise a concern to our Data Protection Officer about our use of your personal information, please contact:

Information Governance Unit
Number One Riverside
Smith Street
Rochdale OL16 1XU ​

We are registered as a Data Controller with the Information Commissioner's Office.

Our registration number is Z5481774.