TYDD ST MARY PARISH COUNCIL
Hedgeview, 231 Broadgate, Sutton St Edmund,
Spalding, Lincs, PE120LT
E mail tyddstmarypc@gmail.com
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 the Tydd St Mary Parish Council which is
the data controller for your data.
Other data controllers
the council works with:
·
Community groups
·
Charities
·
Other not for profit entities
·
Contractors
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.
·
We 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
·
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.
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:
When
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.
1)
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.
2)
The 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.
3)
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).
4)
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.
5)
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.
6)
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).
7)
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 this web page tyddstmary-pc.org.uk This Notice
was last updated in February 2021.
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, Tydd St Mary Parish Council, Hedgeview, 231 Broadgate, PE12
0LT
Email: tyddstmarypc@gmail.com
Version
number |
Date
Approved |
Amendments
made |
Next
Review Date |
V1 |
February
2021 |
|
February
2022 |
V2 |
December
2022 |
|
December
2023 |
|
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