This privacy notice informs you of what you can expect us to do with your personal information. It should be read in conjunction with our overarching privacy notice.
What information we collect, use, and why
We may collect or use the following personal information:
- Name
- Address
- Contact details (telephone number and email address)
- Details of any representations, contributions or complaints you may submit to the Authority
- Digital footage (visual and/or audio) of your participation in the democratic process
We may collect or use this information for the following purposes:
- To facilitate service delivery
- To undertake statutory functions or to comply with a legal obligation to which the Authority is subject
- To support the Authority in fulfilling its democratic duties such as enabling you to participate in the democratic process
- To maintain a record of Authority meetings and decision making and facilitate public observation of such meetings
- To allow us to contact you via post, email or telephone in connection with your submissions, enquiries, or participation in Authority business
- To enable us to process and investigate complaints submitted against Authority members
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK General Data Protection Regulation (GDPR). You can find out more about lawful bases on the Information Commissioner’s Office (ICO) website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief in our overarching privacy notice. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website.
Our lawful basis for the collection and use of your personal information
Our lawful basis for collecting or using personal information as part of the work of the Democratic Services Team is:
- Compliance with a legal obligation – we have to collect or use the information so we can comply with the law.
- Public task – we have to collect or use the information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours.
The legislation that relates to Democratic Services includes, but is not limited to:
- The Local Government (Access to Information) Act 1985
- Public Bodies (Admission to Meetings) Act 1960
- Local Government Act 1972
- Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012
- Responsibilities Regulations’ (Local Authorities (Functions and Responsibilities) (England) Regulations 2000
- Local Government Act 2000
- Local Government Act 2010
- Openness of Local Government Bodies Regulations 2014
- Localism Act 2011
In some circumstances, the information you provide may include special category data (such as health information or political opinions). Where this occurs, we will ensure that an appropriate additional lawful basis under Article 9 of the UK GDPR applies.
Where we get your personal information from
- The categories of personal information that the Democratic Services Team may be collected, as outlined above, will be collected from you directly (as the data subject) or from a representative acting on your behalf.
- The Democratic Services Team works with other services areas within the Dorset and Wiltshire Fire and Rescue Service, and they may share personal information where it is necessary for us to deliver our services.
How we store your information
We are committed to ensuring that your personal information is safe. To prevent unauthorised access or disclosure, we put in place appropriate physical, electronic and managerial procedures to safeguard and secure the information that we hold about you. These include:
- information security awareness training for our staff
- access controls on systems
- encryption of personal information
- physical security measures in work areas
How long we keep your personal information for
Where the Democratic Services Team does collect personal information, we will keep your information for a maximum of six years, after which time it will be securely and permanently destroyed.
Personal information that is included within the documentation for the following meetings of the Authority may be retained in perpetuity as part of the official records thereof:
- Fire and Rescue Authority
- Finance and Audit Committee
- Local Performance and Scrutiny Committee(s)
Who we share your personal information with and why
Please note that, where it would be reasonable to do so, some of the information you provide (such as your name, submitted questions, or representations) may be published in meeting agendas, reports, minutes, or recordings, which are made publicly available.
To ensure that the Democratic Services Team complies with its legal obligations, it may be necessary for us to share personal information with other organisations. This may include other public authorities, regulatory bodies, legal advisors, or organisations providing services on our behalf. This would only take place where required by law, or for a legitimate purpose.
Contact details for our Data Protection Officer
Data Protection Officer
Dorset & Wiltshire Fire and Rescue Service
Five Rivers Health and Wellbeing Centre
Salisbury
Wiltshire
SP1 3NR
01722 691000
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
https://www.ico.org.uk/make-a-complaint
Last updated
14 May 2026