i. How long does it state in your DCC Record Retention Schedule (RRS) that paper physical petition should be retained under GDPR?
6 years (from year record created)
ii. Where has the document been securely stored after it was presented to Cllr John Hart on the 25th May 2023 at the Annual Meeting at County Hall?
In a locked / secure cupboard at County Hall.
iii. Where is the exact location of the Heavitree Advocates Paper submission with 901 residents data, as at 5pm Tuesday July 25th 2023?
In a locked / secure cupboard at County Hall.
iv. Do you destroy Petitions at DCC County Hall, or do you have a contract with a 3rd party for the Secure destruction of personal details submitted in written form? E.g. Iron Mountain
Petitions will be destroyed after 6 years and will be placed in confidential locked waste disposal bins at County Hall for corporate disposal with the contractor.
v. Under your DCC RRS policy, do you keep an audit trail to establish the destruction of paper petition such as follows 1) a date, 2) time 3) Signature of a DCC employee to confirm that the items of confidential waste have left the responsibility of DCC under GDPR rules. 4) How long are your records for the destruction of confidential waste kept for?
Devon County Council only retains an audit trail for the destruction of records that are stored within the Council’s Electronic Document and Records Management System, Content Manager. No audit trail is held by Democratic Services Team that covers the destruction of petitions. If the petition is over 6 years old, then it will have been destroyed via the council’s locked confidential waste cabinets.
vi. If I wished to request to see the original 901 signature petition, how can I request to do this?
The petition organiser can be contacted via committee@devon.gov.uk or committee-mailbox@devon.gov.uk to arrange this.
vii. If a person (me) submits a Subject Access Request to DCC, would my personal details of full name, address, contact telephone number and email address all contained within the paper petition as handed across to John Hart on the afternoon of 25/05/23, also be included in my Subject Access Request?
Searches for personal information are made based on the specifics of a Subject Access Request. If the paper petition was referenced in a Subject Access Request, searches would be requested of the appropriate service area and any personal information would be provided.