Privacy Notice - Kelvedon Neighbourhood Plan

Kelvedon Parish Council

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). Identifi-cation 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 pro-cessing 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 legis-lation relating to personal data and rights such as the Human Rights Act.

Who are we?

This Privacy Notice is provided to you by Kelvedon Parish Council which is the data controller for your data.

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 composi-tion, and dependants;
• Where you pay for activities such as use of a council asset, financial identifiers such as bank account numbers, payment/transaction identifiers, policy numbers, and claim num-bers;

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.

Kelvedon Parish Council

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 rele-vant services;
• To confirm your identity to provide some services;
• To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter);
• 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 neces-sary for the law enforcement functions;
• To enable us to meet all legal and statutory obligations and powers including any dele-gated functions;
• To carry out comprehensive safeguarding procedures (including due diligence and com-plaints 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 environ-ments 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. Kelvedon Parish Council

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 con-nection 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 con-sent 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 pro-tect 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):

• 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. 1) The right to access personal data we hold on you

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 7 years to support HMRC audits or provide tax infor-mation. We may have legal obligations to retain some data in connection with our statutory ob-ligations as a public authority. The council is permitted to retain data in order to defend or pur-sue 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 gen-eral, we will endeavour to keep data only for as long as we need it. This means that we will de-lete it when we are no longer required to, or 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.

• 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 ob-tained 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.

Kelvedon Parish Council

2) The right to correct and update the personal data we hold on you
3) The right to have your personal data erased
4) The right to object to processing of your personal data or to restrict it to certain purposes only
5) The right to data portability
6) The right to withdraw your consent to the processing at any time for any pro-cessing of data to which consent was obtained
7) The right to lodge a complaint with the Information Commissioner’s Office.

• If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
• 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 de-leted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).
• 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.
• 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 re-ceiving your request.
• You can withdraw your consent easily by telephone, email, or by post (see Contact De-tails below).
• 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 pro-cessing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. Kelvedon Parish Council

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on our website, www.kelvedon.org.uk . 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, Kelvedon Parish Council, Suite 1, The Old Bank, 63 High Street, Kelvedon, CO5 9AE. Email: info@kelvedon.org.uk

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.