March, 2020

Privacy Notice

This privacy policy applies to our use of any and all data provided by you in relation to your use of our services including this website.

Information collected by Durleigh Parish Council

In order to conduct its business, services and duties, Durleigh Parish Council processes a wide range of data, relating to its own operations and some which it handles on behalf of partners. In broad terms, this data can be classified as: 

  1. Data shared in the public arena about the services it offers, its mode of operations and other information it is required to make available to the public.
  2. Confidential information and data not yet in the public arena such as ideas or policies that are being worked up.
  3. Confidential information about other organisations because of commercial sensitivity.
  4. Personal data concerning its current, past and potential employees, Councillors, and volunteers.
  5. Personal data concerning individuals who contact it for information, to access its services or facilities or to make a complaint.

Information given to us by you 

Durleigh Parish Council collects your information in a number of ways, for example: 

  1. When you use our services 
  2. When you contact us by telephone, post, email, this website or any other means. 

The information provided (personal information such as name, address, email address, phone number) will be processed and stored so that it is possible for us to contact, respond to or conduct the transaction requested by the individual.

By transacting with Durleigh Parish Council, individuals are deemed to be giving consent for their personal data provided to be used and transferred in accordance with this policy, however wherever possible specific written consent will be sought. It is the responsibility of those individuals to ensure that the Parish Council is able to keep their personal data accurate and up-to-date. The personal information will be not shared or provided to any other third party or be used for any purpose other than that for which it was provided.

Information that is collected automatically 

We automatically collect some information about your visit to our Website. This information helps us to make improvements to Website content and navigation, and includes your IP address, the date, times and frequency with which you access the Website and the way you use and interact with its content. 

This is collected automatically via cookies, in line with the cookie settings you apply in your browser. For more information about cookies, and how we use them on the Website, see the section below, headed “Cookies”.

Why Durleigh Parish Council needs to collect your data 

Durleigh Parish Council processes personal data in order to:

  1. fulfil its duties as an employer by complying with the terms of contracts of employment, safeguarding the employee and maintaining information required by law
  2. pursue the legitimate interests of its business and its duties as a public body, by fulfilling contractual terms with other organisations, and maintaining information required by law
  3. monitor its activities including the equality and diversity of its activities
  4. assist regulatory and law enforcement agencies
  5. process information including the recording and updating details about its Councillors, employees, partners and volunteers
  6. process information including the recording and updating details about individuals who contact it for information, or to access a service, or make a complaint
  7. undertake surveys, censuses and questionnaires to fulfil the objectives and purposes of the Council
  8. undertake research, audit and quality improvement work to fulfil its objects and purposes
  9. carry out Council administration

Sharing your information 

In order to fulfill its duties, Durleigh Parish Council may need to share some of your information with the following groups of people: 

  1. Our employees, Councillors, agents and professional advisors to ensure the proper administration of the Parish Council 
  2. Tax authorities to ensure the collection of taxes or other duties. 
  3. Law enforcement agencies to facilitate the prevention and detection of crime.  

Keeping Your Information Secure 

We use Google’s cloud storage service to hold your data on servers hosted within the European Economic Area. 

Technical and Organisational Measures 

Access to your information is: 

  1. authenticated by user-name and password. 
  2. limited to only those employees, councilors, agents, contractors who have a business need to know. They will only process your personal information on our instructions and they are subject to a duty of confidentiality. 
  3. protected by encryption when being processed outside of the cloud storage. 

All our computers are kept up-to-date with the latest security updates and antivirus and malware threat protection software is deployed. 

Data Security Breach

We will notify you and the applicable regulator in the event of any suspected security breach that may involve your data. If you suspect any misuse or loss or unauthorised access to your data, please let us know immediately using the contact details on our website. 

Retaining Your Information 

Unless a longer retention period is required or permitted by law, we retain the data that we collect only as long as necessary in order to deliver the business support services you have commissioned from us. 

Even if we delete your Data, it may persist on backup or archival media for legal, tax or regulatory purposes. 

Your Rights 

Under the Data Protection Act and GDPR you have the right to: 

  1. Request access to your personal information (Subject Access Request). We will not charge you for providing a copy of the information we hold about you unless your request is “manifestly unfounded or excessive.” Where we are legally permitted to do so, we may refuse your request. If we refuse your request, we will tell you the reasons why. 
  2. Correct inaccurate and incomplete personal information we hold about you. 
  3. Request that we erase your personal information from our systems where there is no good reason for us to continue to process it. You also have this right where you have exercised your right to object to processing (see below). 
  4. Object to our use of your personal information including where we use it for our legitimate interests and where we use it for direct marketing. 
  5. Restrict or limit the way we can use your personal information. For example, where you wish to establish its accuracy or the reason for processing it. 
  6. Request that we move, copy or transfer (data portability) your personal information. 

Exercising your rights 

To make enquiries, exercise any of your rights, or withdraw your consent to the processing of your personal information (where consent is our legal basis for processing), please contact us using the contact details on our website. 

It is important that the information we hold about you is accurate and up-to-date. Please keep us informed if your personal information changes during the period for which we hold it.

Complaints about the way we handle your personal information  

If you are not satisfied with the way we handle a complaint you make in relation to your personal information, you should contact the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/

Cookies 

Below is a list of the cookies that we use on our website. We have tried to ensure this is complete and up to date, but if you think that we have missed a cookie or there is any discrepancy, please let us know. 

Strictly Necessary Cookies

We use this session cookie to remember you and maintain your session whilst you use our website.

Analytical and performance cookies

We use this cookie to help us analyse how users use the website.

Functional Cookies

We use this cookie to identify your computer and analyse traffic patterns on our website.