Last updated: 10 May 2026 · Governed by UK GDPR and the Data Protection Act 2018
CivicSync Ltd (“CivicSync”, “we”, “us”, “our”) is the data controller for personal data processed through this platform.
We are registered with the Information Commissioner’s Office (ICO) under registration number [ICO Registration Number].
CivicSync is a civic engagement platform that enables UK residents to raise local issues, participate in public consultations, and communicate with their elected councillors and council officers.
Account data (all users)
Optional demographic data (residents only)
You may optionally provide your age band and gender. This data is used only in aggregated, anonymised analytics visible to your councillor (minimum 5 responses per group). We never display individual demographic data to officials. You control this via your privacy settings and can withdraw consent at any time.
Content you create
Technical data
| Purpose | Lawful basis |
|---|---|
| Creating and managing your account | Contract (Art 6(1)(b)) |
| Routing issues to your ward councillor | Contract (Art 6(1)(b)) |
| Sending issue status updates and notifications | Contract (Art 6(1)(b)) |
| Verifying your postcode/ward assignment | Contract (Art 6(1)(b)) |
| Aggregated ward analytics for officials | Legitimate interests (Art 6(1)(f)) |
| AI sentiment analysis on issue text | Legitimate interests (Art 6(1)(f)) |
| Demographic analytics (opt-in) | Consent (Art 6(1)(a)) |
| Community digest emails (opt-in) | Consent (Art 6(1)(a)) |
| Security, fraud prevention, abuse reporting | Legitimate interests (Art 6(1)(f)) |
| Legal compliance and ICO obligations | Legal obligation (Art 6(1)(c)) |
Under the UK GDPR (Article 6), we rely on the following lawful bases:
| Data type | Retention period |
|---|---|
| Active account data | For the duration of your account |
| Deleted account data | Anonymised immediately; email pseudonymised to deleted-{id}@civicsync.uk |
| Issue reports | 3 years after closure (civic record-keeping) |
| Consultation responses | 5 years after consultation closes (public interest) |
| Audit logs (admin actions) | 7 years (legal compliance) |
| Server access logs (IP addresses) | 30 days |
| Session tokens | 30 days (rolling) |
You have the following rights. To exercise any of them, email privacy@civicsync.uk or use the self-service options in your profile settings. We will respond within 30 days as required by UK GDPR Article 12.
Right of access (Art 15)
Request a copy of all personal data we hold about you. Use the 'Download my data' button in your profile settings.
Right to rectification (Art 16)
Correct inaccurate data. Update your name, postcode and preferences directly in your profile.
Right to erasure (Art 17)
Delete your account and all personal data. Use 'Delete my account' in your profile. Note: anonymised/aggregated data is retained.
Right to data portability (Art 20)
Receive your data in a machine-readable JSON format. Use 'Download my data' in your profile.
Right to restrict processing (Art 18)
Ask us to pause processing your data whilst a dispute is resolved.
Right to object (Art 21)
Object to processing based on legitimate interests. We will stop unless we have compelling grounds.
Right to withdraw consent
Withdraw consent for demographics or marketing emails at any time from Privacy & Consent settings.
Right to lodge a complaint
Contact the ICO at ico.org.uk or call 0303 123 1113.
We take appropriate technical and organisational measures to protect your data, including:
In the event of a data breach affecting your rights, we will notify the ICO within 72 hours and affected users without undue delay, as required by UK GDPR Article 33/34.
CivicSync is not directed at children under 13. We do not knowingly collect personal data from children. If you believe a child has registered, please contact us at privacy@civicsync.uk and we will delete the account promptly.
Users aged 13–17 may use the platform with parental knowledge. No special category data is collected from minors.
We will notify registered users of material changes to this policy by email at least 14 days before they take effect. The “Last updated” date at the top of this page will always reflect the current version. Continued use of the platform after the effective date constitutes acceptance of the updated policy.
Data Controller: CivicSync Ltd
Privacy enquiries: privacy@civicsync.uk
Data Protection Officer: dpo@civicsync.uk
ICO registration: [ICO Registration Number]
If you are unhappy with how we handle your data, you have the right to complain to the ICO: ico.org.uk · 0303 123 1113