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Democratic Services

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6. How long do we keep hold of your information and is it secure?

Agendas, minutes of meetings and details of decisions will be retained initially for a period of six years, after that date they will be retained for archive purposes. As well as register of members’ expenses and claims.

Background papers to reports are kept for current year plus four years, representation on outside bodies are kept for term of office plus six months and independent remuneration panel details are kept for six years from end of the year.

At meetings that are webcast, the recording will be available on the council’s website for six months, with a further six months in archive, held by our webcasting third party provider, Public-i, then deleted.

Members’ contact details and register of interest forms will be kept for the period of their term of office and destroyed within six months after. All other information relating to a member will be retained for one month thereon after.

Your data is stored securely on our systems and accessed only by authorised officers using their own username and password created in line with pre-defined user credentials. Personal data is also held in electronic files on the council’s network drives. These are only accessible through personal logon credentials and access privileges to specific drives. Access to our council sites require a personal electronic pass to access staff only areas.