Privacy Notices - Invitations to the Mayor Privacy Notice


You need to be aware of this Privacy Notice if you are submitting information in relation to inviting the Mayor to an event or function.

What is a Privacy Notice?

A Privacy Notice is a statement issued by an organisation, which explains how personal and confidential data about individuals and events is collected, used and shared.

Who is collecting and using your personal data?

Swindon Borough Council is the data controller. This means it decides how your personal data is processed and for what purposes.

To find out more about Swindon Borough Council’s data protection policies please contact our Data Protection Officer. or in writing to Data Protection Officer, Civic Offices, Euclid Street, Swindon, Wiltshire, SN1 2JH.

Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of data is governed by the General Data Protection Regulation 2016/679 (the “GDPR”).

What personal data do we collect?

Swindon Borough Council collects a range of data about you during the process of inviting the Mayor to an event. 

This includes:

  • your name, address and contact details, as well as email address and telephone number
  • details of the engagement you are inviting the Mayor to, includes, the name and type of engagement, the location of the event, background history of the event, additional information for the Mayor
  • details of people involved in an event e.g., 100 birthday, details on an organisation and reason for the Mayor’s attendance.
How do we process your personal data?

Swindon Borough Council complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Why do we need your personal information?
  • To enable us to communicate with you when you have invited the Mayor to an event and make arrangements for their attendance
  • To enable us to perform our public task by implementing or making sure that the necessary procedures are in place to protect members of the public and others during Mayoral, Civic events or official functions
  • To make sure that events that the Mayor has been invited to are in the public interest.
How the law allows us to use your information?

We collect and use personal information in circumstances where:

  • you have invited the Mayor to an event and the processing is necessary for us to perform a task in the public interest or for our official functions.

If we have relied upon consent to use your personal information, you have the right to remove your consent at any time.

If you want to remove your consent, contact and tell us which service you are using so we can deal with your request.

Who do we share your information with?

We do not share your personal information with anyone else. Swindon Borough Council is committed to protecting your privacy when you contact us or use our services.

How do we protect your information?

We will do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we will only make them available to those who have a right to see them.

Examples of our security include:

  • encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password). This is done with a secret code, or what is called a 'cypher'. The hidden information is said to then be 'encrypted'.
  • pseudonymisation, meaning that we will use a different name so we can hide parts of your personal information from view. This means that someone outside of the Council could work on your information for us without ever knowing it was yours.
  • controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
  • regular testing of our technology and ways of working including keeping up to date on the latest security updates - commonly called patches
How long do we keep your personal information?

In accordance with the council’s Retention and Disposal Policy, Mayoral correspondence is retained for 5 years.

What you can do with your information?

The law gives you a number of rights to control what and how personal information is used by us.

Your right to complain

If you have any worries or questions about how your personal information is handled please contact the Data Protection Officer at

For independent advice about data protection, privacy and data sharing issues, you can contact the Information Commissioner's Office (ICO) at:

Information Commissioner's Office
Wycliffe House
Water Lane

Tel: 0303 123 1113 (local rate) or 01625 545745 (if you prefer to use a national rate number).

Alternatively, visit or email

What if you do not provide personal data?

You are under no statutory obligation to provide personal data to Swindon Borough Council regarding invitations to the Mayor.

However, if you do not provide the data, we may not be able to process your invitation properly or at all.

How will we ensure compliance?

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Main privacy notice

You are viewing the Privacy Notice for Invitations to the Mayor, in relation to submitting information. 

Read the main Privacy Notice