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Communications and Public Affairs Privacy Notice

For the office of the Chief Executive (Communications and public affairs team)

What information do we collect?

General:

  • Name, address, contact details including email address, mobile phone number and/or social media user name
  • Correspondence (including emails, social media posts)
  • Photos and videos

Who uses this information?

Office of the Chief Executive (Communications and public affairs team)

Why do we use this information?

We use this information about you to:

  • Communicate with you in formats (e.g. email newsletter, printed mail-out or magazine) you have consented to receive and about subjects that you have consented to hear about
  • Communicate with you on social media in line with the terms and conditions of those social media sites
  • Communicate with you about matters of public interest such as emergency situations affecting the Dudley borough
  • Communicate with you about a matter where there is another lawful basis for doing so, and where it is justified and fair under powers given to Local Authorities or under other legitimate interest.

In the case of photos and videos, with your consent we may use this to create communications products such as social media posts, advertising, leaflets, digital marketing and printed marketing.

What is the legal basis for processing your personal information?

  • You, or your legal representative, have given consent
  • It is in the public interest or in the exercise of official authority
  • You have entered into a contract with us.

If you do not provide certain information when requested, we may be prevented from complying with our legal obligations, for example: public consultation.

Who are we likely to share this information with?

Within Dudley Council:

Information may be shared with other Dudley Council departments where necessary to follow up a service request, complaint or to take other action requested by or agreed with you.

With other organisations or companies (with your consent, or where the law allows us):

  • Individual’s names and addresses may be shared with a third party print distribution company in order to distribute information you have requested or agreed to receive, or we have a lawful reason for sending you. We have strict processes to ensure that the information is deleted once it has been used and cannot be used or shared in any way other than for the specific mail-out for which it was provided.
  • Social media user names and correspondence, including any additional personal information you include in your social media correspondence with us (such as your address) may be shared with our social media management system suppliers in the course of our using these systems. Any data shared in this way is bound by our contracts with our suppliers which ensure information is correctly handled in accordance with data protection laws.

Information may also be shared with other council departments or third parties where legal to do so – for full details see the council’s main privacy notice main privacy notice.

How do we keep this information secure?

  • Electronic information is stored securely on databases, systems or internal drives.
  • Paper information is in locked storage

How long do we keep this information?

Data you shared with us on social media is stored on those social media sites. You are advised to check the privacy notices or terms and conditions of your social media sites for more information.

Information you voluntarily supplied to us, in order for us to communicate with you, will be kept until:

  • the matter about which we are communicating with you concludes, expires or ceases to be relevant, or
  • you ask us to stop communicating with you.

Any photos or videos of you, which you have consented for us to use, will be stored on our internal servers for a maximum of one year. You can request your photo or video to be deleted at any point before this expiry date. Photos and videos used on social media and other digital formats are deemed 'published' and in the public domain. Where reasonable and practical we will endeavour to delete such published personal information on request, however we cannot be responsible for any copies of the material created by subsequent sharing by a third party.

Your Rights

You have the right to request Dudley Council to stop processing your personal data in relation to any council service.  See our main privacy notice for details.

Photography and video – conditions of use

  1. This form is valid for one year from the date of signing. The consent will automatically expire after this time.
  2. We will not re-use any images after this time.
  3. Some material and images may be deposited with Archives for historical purposes.
  4. We will not include details or full names (which means first name and surname) of any child or adult in an image on video, on our website, or in printed publications, without good reason. For example, we may include the full name of a competition prize winner if we have consent. However, we will not include the full name of a model used in promotional literature.
  5. We will not include personal email or postal addresses or telephone numbers on video or on our website, in printed publications or any identifiable social media platforms
    If we use images of individual children, we will not use the name of that child in the accompanying text or photo caption without good reason. If a pupil is named in the text, we will not use a photograph of that child to accompany the article without good reason. For example, we may include a picture and full name of a competition prize winner if we have consent. However, we will not include a picture and full name of a model used in promotional literature.
  6. We may use group or class images with very general labels, such as “a science lesson” or “making Christmas decorations”.
  7. We will only use images of children who are suitably dressed, to reduce the risk of such images being used inappropriately.
  8. We will take all reasonable steps to ensure any children we photograph are not put at risk.