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Records management policy


Personal data

Personal data means 'any information relating to an identified or identifiable natural person. An identifiable natural person is one who can be identified directly or indirectly, in particular by reference to an identifier such as name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person'.

Sensitive personal data

Sensitive personal data means 'personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation shall be prohibited'.

Non-personal data

Non-personal data means data from which an individual is not identified or identifiable. Fully anonymised data which fulfils this description will also be non-personal data.


Records and documents apply to Council records in all formats, including electronic, online, paper, microfiche, photographic and any historically created record format (e.g. card or register). This applies to personal data, sensitive personal data and non-personal data.

Data protection legislation

Data protection legislation means the Data Protection Act 2018, the UK General Data Protection Regulation and any national implementing laws and secondary legislation, as amended or updated from time to time, in the United Kingdom, and any other successor legislation and all other applicable data protection law.

Last modified on 09 May 2022

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