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Woolpit Parish Council
GENERAL PRIVACY NOTICE
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 Privacy Notice is provided to you by Woolpit Parish Council
which is the data controller for your data.
Other data controllers the council works with:
- Local authorities, public authorities, central government
and government agencies
- Community groups
- Charities
- Other not for profit entities
- Contractors
- Credit reference agencies
We may need to share your personal data we hold with them so
that they can carry out their responsibilities to the council. If
we and the other data controllers listed above are processing your
data jointly for the same purposes, then the council and the other
data controllers may be �joint data controllers� which mean we are
all collectively responsible to you for your data. Where each of
the parties listed above are processing your data for their own
independent purposes then each of us will be independently responsible
to you and if you have any questions, wish to exercise any of your
rights (see below) or wish to raise a complaint, you should do so
directly to the relevant data controller.
A description of what personal data the council processes and
for what purposes is set out in this Privacy Notice.
The council will process some or all of the following personal
data where necessary to perform its tasks:
- Names, titles, and aliases, photographs;
- Contact details such as telephone numbers, addresses, and
email addresses;
- Where they are relevant to the services provided by a council,
or where you provide them to us, we may process information
such as gender, age, marital status, nationality, education/work
history, academic/professional qualifications, hobbies, family
composition, and dependants;
- Where you pay for activities such as use of a council hall,
financial identifiers such as bank account numbers, payment
card numbers, payment/transaction identifiers, policy numbers,
and claim numbers;
- The personal data we process may include sensitive or other
special categories of personal data such as criminal convictions,
racial or ethnic origin, mental and physical health, details
of injuries, medication/treatment received, political beliefs,
trade union affiliation, genetic data, biometric data, data
concerning and sexual life or orientation.
How we use sensitive personal data
- We may process sensitive personal data including, as appropriate:
- information about your physical or mental health or
condition in order to monitor sick leave and take decisions
on your fitness for work;
- your racial or ethnic origin or religious or similar
information in order to monitor compliance with equal opportunities
legislation;
- in order to comply with legal requirements and obligations
to third parties.
- These types of data are described in the GDPR as �Special
categories of data� and require higher levels of protection.
We need to have further justification for collecting, storing
and using this type of personal data.
- WWe may process special categories of personal data in the
following circumstances:
- In limited circumstances, with your explicit written
consent.
- Where we need to carry out our legal obligations.
- Where it is needed in the public interest.
- Less commonly, we may process this type of personal data
where it is needed in relation to legal claims or where it is
needed to protect your interests (or someone else�s interests)
and you are not capable of giving your consent, or where you
have already made the information public.
Do we need your consent to process your sensitive personal data?
- In limited circumstances, we may approach you for your written
consent to allow us to process certain sensitive personal data.
If we do so, we will provide you with full details of the personal
data that we would like and the reason we need it, so that you
can carefully consider whether you wish to consent.
The council will comply with data protection law. This says
that the personal data we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained
to you and not used in any way that is incompatible with those
purposes.
- Relevant to the purposes we have told you about and limited
only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary for the purposes we have
told you about.
- Kept and destroyed securely including ensuring that appropriate
technical and security measures are in place to protect your
personal data to protect personal data from loss, misuse, unauthorised
access and disclosure.
We use your personal data for some or all of the following purposes:
- To deliver public services including to understand your
needs to provide the services that you request and to understand
what we can do for you and inform you of other relevant services;
- To confirm your identity to provide some services;
- To contact you by post, email, telephone or using social
media (e.g., Facebook, Twitter, WhatsApp);
- To help us to build up a picture of how we are performing;
- To prevent and detect fraud and corruption in the use of
public funds and where necessary for the law enforcement functions;
- To enable us to meet all legal and statutory obligations
and powers including any delegated functions;
- To carry out comprehensive safeguarding procedures (including
due diligence and complaints handling) in accordance with best
safeguarding practice from time to time with the aim of ensuring
that all children and adults-at-risk are provided with safe
environments and generally as necessary to protect individuals
from harm or injury;
- To promote the interests of the council;
- To maintain our own accounts and records;
- To seek your views, opinions or comments;
- To notify you of changes to our facilities, services, events
and staff, councillors and other role holders;
- To send you communications which you have requested and
that may be of interest to you. These may include information
about campaigns, appeals, other new projects or initiatives;
- To process relevant financial transactions including grants
and payments for goods and services supplied to the council
- To allow the statistical analysis of data so we can plan
the provision of services.
Our processing may also include the use of CCTV systems for the
prevention and prosecution of crime.
What is the legal basis for processing your personal data?
The council is a public authority and has certain powers and
obligations. Most of your personal data is processed for compliance
with a legal obligation which includes the discharge of the council�s
statutory functions and powers. Sometimes when exercising these
powers or duties it is necessary to process personal data of residents
or people using the council�s services. We will always take into
account your interests and rights. This Privacy Notice sets out
your rights and the council�s obligations to you.
We may process personal data if it is necessary for the performance
of a contract with you, or to take steps to enter into a contract.
An example of this would be processing your data in connection with
the use of sports facilities, or the acceptance of an allotment
garden tenancy
Sometimes the use of your personal data requires your consent.
We will first obtain your consent to that use.
Sharing your personal data
This section provides information about the third parties with
whom the council may share your personal data. These third parties
have an obligation to put in place appropriate security measures
and will be responsible to you directly for the manner in which
they process and protect your personal data. It is likely that we
will need to share your data with some or all of the following (but
only where necessary):
- The data controllers listed above under the heading �Other
data controllers the council works with�;
- Our agents, suppliers and contractors. For example, we may
ask a commercial provider to publish or distribute newsletters
on our behalf, or to maintain our database software;
- On occasion, other local authorities or not for profit bodies
with which we are carrying out joint ventures e.g. in relation
to facilities or events for the community.
How long do we keep your personal data?
We will keep some records permanently if we are legally required
to do so. We may keep some other records for an extended period
of time. For example, it is currently best practice to keep financial
records for a minimum period of 8 years to support HMRC audits or
provide tax information. We may have legal obligations to retain
some data in connection with our statutory obligations as a public
authority. The council is permitted to retain data in order to defend
or pursue claims. In some cases, the law imposes a time limit for
such claims (for example 3 years for personal injury claims or 6
years for contract claims). We will retain some personal data for
this purpose as long as we believe it is necessary to be able to
defend or pursue a claim. In general, we will endeavour to keep
data only for as long as we need it. This means that we will delete
it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:
WhWhen exercising any of the rights listed below, in order to
process your request, we may need to verify your identity for your
security. In such cases we will need you to respond with proof of
your identity before you can exercise these rights.
- The right to access personal data we hold on you
- At any point you can contact us to request the personal
data we hold on you as well as why we have that personal
data, who has access to the personal data and where we obtained
the personal data from. Once we have received your request
we will respond within one month.
- There are no fees or charges for the first request but
additional requests for the same personal data or requests
which are manifestly unfounded or excessive may be subject
to an administrative fee.
- TThe right to correct and update the personal data we hold
on you
- If the data we hold on you is out of date, incomplete
or incorrect, you can inform us and your data will be updated.
- The right to have your personal data erased
- If you feel that we should no longer be using your personal
data or that we are unlawfully using your personal data,
you can request that we erase the personal data we hold.
- When we receive your request, we will confirm whether
the personal data has been deleted or the reason why it
cannot be deleted (for example because we need it for to
comply with a legal obligation).
- The right to object to processing of your personal data
or to restrict it to certain purposes only
- You have the right to request that we stop processing
your personal data or ask us to restrict processing. Upon
receiving the request, we will contact you and let you know
if we are able to comply or if we have a legal obligation
to continue to process your data.
- The right to data portability
- You have the right to request that we transfer some
of your data to another controller. We will comply with
your request, where it is feasible to do so, within one
month of receiving your request.
- The right to withdraw your consent to the processing at
any time for any processing of data to which consent was obtained
- You can withdraw your consent easily by telephone, email,
or by post (see Contact Details below).
- The right to lodge a complaint with the Information Commissioner�s
Office.
- You can contact the Information Commissioners Office
on 0303 123 1113 or via email
https://ico.org.uk/global/contact-us/email/
or at the Information Commissioner's Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire SK9 5AF.
Transfer of Data Abroad
Any personal data transferred to countries or territories outside
the European Economic Area (�EEA�) will only be placed on systems
complying with measures giving equivalent protection of personal
rights either through international agreements or contracts approved
by the European Union. Our website is also accessible from overseas
so on occasion some personal data (for example in a newsletter)
may be accessed from overseas.
Further processing
If we wish to use your personal data for a new purpose, not covered
by this Privacy Notice, then we will provide you with a new notice
explaining this new use prior to commencing the processing and setting
out the relevant purposes and processing conditions. Where and whenever
necessary, we will seek your prior consent to the new processing.
Changes to this notice
We keep this Privacy Notice under regular review and we will
place any updates on our webpage
www.woolpit.org. This Notice
was last updated in May 2018.
Contact Details
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:
The Data Controller, Woolpit Parish Council, 86 Forest Road,
Onehouse, Stowmarket, IP14 3HJ
email: [email protected]
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