Privacy and Community Boards and Ward Partnerships

This privacy notice explains how the Community Boards and Ward Partnerships 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, Ward Partnership and/or action group, we may hold information in addition to the above:

• Voice recordings and/or images may be taken. 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 starts. 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 (when appropriate)

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

• Position/role in the organisation/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 Community Board and Opportunity Bucks projects
• 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 information on local events and consultations etc.

The legal basis for processing the personal information 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]

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

You can update your marketing preferences at any time. To review them, contact your Community Board Manager.

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

To find your local Ward Partnership, go to How you can get involved | Buckinghamshire Council

• Other invitees of Community Board, Ward Partnerships 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
• Ward Partnership Members.
• 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 managing public funds and in relation to safeguarding and preventing crime, including fraud (and the National Fraud Initiative) and 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.

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.

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: February 2025