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Democratic Services Privacy Notice

Who we are and what we do

Democratic Services is part of Gateshead Council. We are based at the Civic Centre, Gateshead. We provide the following services:  

  • administer the Council's governance arrangements including the clerking of Council and committee meetings and panel hearings  
  • administer e-petitions for the council 
  • provide support and advice to Councillors, including the Mayor and the Leader;  
  • provide support and advice to officers corporately in respect of the Council's governance arrangements 
  • provide advice and assistance to members of the public in respect of the Council's governance arrangements 
  • provide secretariat functions for multi-agency bodies including the Police and Crime Panel 

This privacy notice provides specific information about how we process your personal data. It is an addition to the information contained in our Corporate Privacy Notice.

What type of information is collected about you  

We collect personal information to understand your needs and provide services. Information may include: 

For petitions  

  • the e-petition organiser must provide name, email address, postal address 
  • those signing an e-petition must provide name, email address, postcode 

For donors to the Mayor's Charity Fund 

  • name 
  • amount of donation 
  • contact details (optional) 

For Gateshead Awards 

  • name and telephone number of the individual submitting the nomination 
  • name, postal address and telephone number of the nominee 
  • details in respect of why the nominee should be considered for an award 

Freemen of Gateshead 

  • name 
  • email address 
  • postal Address 
  • telephone number 
  • reasons for award of the Freedom of the Borough 

Aldermen and Alderwomen 

  • name 
  • email address 
  • postal address 
  • telephone number 

Information about current and former Councillors and independent members 

  • name 
  • postal address 
  • telephone number 
  • email address 
  • political affiliation and ward represented 
  • membership of council committees 

For panel hearings, for example, school admission appeals 

  • name 
  • contact details 
  • reasons for appeal 

How we collect information about you

We collect information about you from various sources to ensure that we meet your needs, including: 

  • via the E-petitions portal when you create or sign an online petition 
  • directly from you when you contact us 
  • from a third party if they nominate you for an award or you receive an award 
  • for councillors we collection information from Electoral Services when you are elected 
  • for appeals we collection information from other council services, for example school admissions 

Why we need your information


As a local authority we have a duty to allow residents of Gateshead to bring to attention any concerns they may have within the Borough via the petition scheme. We collect information from you for the purpose of administering the petition scheme i.e. to 'sign' an e-petition, you will be asked to provide your name, postcode and email address. When this information is submitted, an email is sent to you including a link to authorise your email address. 

Once this step is complete, your 'signature' will be added to the petition. People visiting the e-petition will be able to see the names of those who have signed it but your contact details remain private. 

Mayor's Charity Fund 

  • We use your information for the purposes of processing any donations made to the Mayor's Appeal and any nominations that are made as part of the Mayor's Awards 

Councillors, Aldermen and Alderwomen and Freemen of Gateshead 

  • to correspond with the council's elected representatives and honorary appointments 


  • to convene and administer relevant appeal hearings 

The lawful basis for our processing is: 

  • legal obligation to which the data controller is subject  

  • task in the public interest with a basis in law 

The legislation the service is obliged to comply with includes: 

  • Local Government Act 1972 
  • Local Democracy, Economic Development and Construction Act 2009 

Who your information can be shared with

Our Corporate Privacy Notice. explains information sharing the Council carries out. This sharing fulfils statutory obligations, legal requirements and service delivery. Democratic Services can share your information with:  


  • Petitions are accessible by all members of the public, therefore if you have created a petition your name will be available for all to see. Other information you provide us with to create the petition such as your postal and email address will not be shared with anyone 

Gateshead Awards 

  • Information may be shared with the awards judging panel, comprising councillors, officers and external representation in order to inform its deliberations 


  • Appeal paperwork will be shared with the Appeal Panel and the body that the appeal is against 

Our lawful basis for this sharing is legal obligation or task in the public interest and your consent is not required. 

If we wish to share your information with other council services or third parties for purposes outside of those listed above we will ask your permission. 

How long we will keep your information

We keep your information for as long as we need to provide services to you. We may also need to keep your information in accordance with legal or other obligations. Where we have no need to keep your data it will be securely destroyed. We keep a Record of Processing Activity (a requirement under the GDPR). This sets out the specific retention periods applicable in different circumstances. For more information please contact: 

Where your information is held  

We hold personal information in secure electronic systems on Gateshead council server. Any paper copies are stored securely on council premises.

How you can update your information  

Our delivery of efficient services depends on the accuracy of your information. 

Please inform us of any changes to the following: 

  • email address 

  • personal circumstances 

  • postal address 

  • any of the other information we hold 

Please contact: 

Your information rights

Please see the relevant section of our Corporate privacy notice.

Marketing and e-newsletters

Please see our email marketing privacy notice.

Business intelligence, profiling and automated-decision making

Please see the relevant section of our Corporate privacy notice.

Protecting your information

Please see the relevant section of our Corporate privacy notice.

Data Protection Officer

Data Protection Officer
Civic Centre
Regent Street

0191 433 3000

Information Commissioner's Office

The Information Commissioner is the UK's independent body for upholding information rights. Visit their website (opens new window) to find out more about your rights under Data Protection law, and what to expect from us.

For privacy practices or data protection rights concerns, contact the Information Commissioner's Office:

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF

0303 123 1113 or 01625 545 745