REMOTE MEETINGS – last reviewed June 2023, due for review June 2024
Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Remote Meetings Privacy Notice is provided to you by the Louth Town Council which is the data controller for your data.
Remote Meetings and the Recording of Meetings
Louth Town Council started holding remote meetings in May 2020 as part of its range of measures to ensure it complies with Regulations made under The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020. During the Coronavirus pandemic, the Government temporarily removed the legal requirement for local authorities to hold public meetings in person. Although these powers are now not in place, this policy will be kept in place should the pandemic return and these powers be re-introduced.
Working Groups can still be held via remote means, ie using video or telephone conferencing technology. No formal decisions can be made at these meetings, any decisions (ie planning comments) must be ratified at the next Committee meeting. Members of the public do not have the automatic right to join the working group meetings and should contact the Town Clerk, should they wish to make an arrangement to do so.
Should the need return and regulations are in place to hold all meetings remotely, the following will apply:
Louth Town Council record the Zoom virtual meetings onto local hardware – the recordings are not held by any third party.
Members of the public are entitled to speak during the Public Forum (held before the meeting) on agenda items and can contact the Town Clerk at least 2 hours before the meeting for an invitation. Members of the public wishing to speak are also politely requested to register their intention with the Town Clerk before the meeting. The audio and, where practicable, the video recording of any meeting (including that of any member of the public joining the meeting) can be made available to any member of the public up to the date when the minutes of that meeting are agreed as correct at the relevant Committee / Council Meeting.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on www.louthtowncouncil.gov.uk. This Notice was updated in June 2023.
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
Louth Town Council, The Sessions House, Eastgate, Louth, LN11 9AJ.