“We” are Neasham Parish Council whose address is 14 Teesway, Neasham, Darlington DL2 1QP, telephone number 07915 611456, e-mail firstname.lastname@example.org. Our web-site is www.neashamparishcouncil.co.uk
The Parish Council is the “data controller” and our Clerk is the “data processor” for the purpose of complying with the requirements of “UK GDPR”, which has regulated the protection of your personal data since 1 January 2021.
What type of information we have
Personal data is information about you which, either on its own or when combined with other information, allows you to be identified. We currently collect and process the following information:
- Title, name & contact details (address, telephone & e-mail, as appropriate).
- Any position held with us (e.g. councillor; volunteer).
- Demographic information (e.g. age; gender; marital status; dependants; nationality; work/educational status & qualifications) where this may be relevant to the services we provide for you, or you provide for us.
- Any data we have a legal or contractual obligation to collect (which we will inform you about if this position arises).
(If any data we collect may be classified as “sensitive data” (See “special category data” by searching https//ICO.org.uk) we will record that fact).
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you for one or more of the following reasons:
- You want the Parish Council to take up some issue on your behalf
- You want to help the Parish Council to carry out one of more of its functions
- You propose to enter into an agreement to supply goods or services to the Parish Council
We also receive personal information indirectly, from third parties who have referred you to us. On infrequent occasions we may collect information which is in the public domain.
Lawful bases for processing the information
Under the General Data Protection Regulation (GDPR) the lawful bases we rely on for processing this information are:
- We have a contractual obligation
- We have a legal obligation
- We have a vital interest
- We need to perform a public task
- We have a legitimate interest
Additionally, we may seek your consent for a particular act of processing, and we may rely on that consent. In such a case you are able to remove your consent at any time by contacting the Clerk using the contact information at the beginning of this Privacy Notice.
What we do with the information we have
We may use the information we have received in order to do any one or more of the following:
- plan and carry out for the benefit of the Parish and its residents the functions of a Parish Council which the law requires and/or allows.
- gather and analyse information to inform the execution of such actions.
- evaluate the actions taken in the performance of those functions.
- contact you (by post, e-mail, leaflet drop, telephone or using social media) to notify you about, and seek your views, opinions or comments on the activities, or proposed activities, of the Parish Council.
- investigate and seek to resolve a complaint.
- notify you of changes to our facilities, services, events, staff, Councillors, and other role holders.
- compile and maintain our accounts and records.
- process financial transactions relating to goods and/or services supplied to or by the Parish Council.
- combat crime and/or mitigate the effects of criminal activity.
We may also share this information with a third party if, and to the extent that, this is necessary to for us to perform the service or activity which you have requested (for example to pass on a defect report to the appropriate body) or where we have a legal or contractual duty to do so (for example with a law enforcement body). We will inform you about such sharing as soon as practicable.
How we store your information
Your information is securely stored at the home-office of the data processor whose contact particulars will be supplied to you on request. Information is recorded both electronically and in hard copy format.
We keep all the information for so long as necessary for the purposes for which we received it. Within three calendar months of those purposes coming to an end any hard copies of the information will be sent for confidential destruction and any electronic copies will be deleted from our computer systems.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact the Clerk using the contact information at the beginning of this Privacy Notice if you wish to make a request.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on our web-site. This Notice was last updated on 1 March 2022.