Privacy notice for Freeman application

What do we use the information for?

We use this information to process your application to become a Freeman.

What information do we hold and use?

We collect and process the following information:

• Your name 
  
• Address  
  
• Telephone number
• A copy of your birth certificate.

On what grounds do we use the information?

The information is used because you have given us your consent (Article 6, 1 (a)) to do so. If you change your mind you can withdraw your consent by withdrawing your application at any time. 

The provision of your personal information is not part of a statutory or contractual requirement or obligation.

How do we collect this information?

We collect this information from information you send to us.

Who we share your information with?

Your name is shared with the persons conducting the Freeman ceremony and any persons who attend the ceremony.

The council is not transferring this information outside of the country.

How long do we store it and is it secure?

If you are admitted as a Freeman your name is stored in perpetuity on the roll of Freemen. All supporting documentation is destroyed after six months. 

The council has retention schedules in place to ensure that information is only held for as long as it is needed. 

For information on how long your information will be held visit the retention explained page. 

Details of how we keep your information secure are available on the general privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which we collected your information. All of the rights you could have outlined on the data protection page. In most cases, people who have been involved with democratic services will have the following rights:

• The right of access - You are entitled to see the information the service holds about you and can request a copy by emailing data.protection@eastriding.gcsx.gov.uk  
  
• The right to rectification - If you believe any information the service holds about you to be incorrect please email data.protection@eastriding.gov.uk and we will amend the information accordingly. 
  
• The right to erasure/right to be forgotten – the service has determined that all requests to permanently delete a service user record will be dealt with on an individual basis. All requests for deletion should be sent to data.protection@eastriding.gov.uk 
  
• The right to restrict processing - Should you wish the service to limit how we use your data please email data.protection@eastriding.gov.uk with the reason for your request. 
  
• The right to data portability – the service has determined that there will be no requirement for data portability. 
  
• The right to object - In addition to the right to limit the use of your data, you also have a right to object to the use of your data for certain actions. Should you wish to object please email data.protection@eastriding.gov.uk with the reason for your request. 

No automated decision making will take place with regard to the personal information submitted. 

Where can I find out more?

If you want to know more about how the council uses information, your rights or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.

Contact details are available on the general privacy information page. 

Alternatively, you can contact the Information Commissioner’s Office.