Willand Parish Council Privacy Notice
When you contact us
The information you provide (personal information such as name, address, email address, phone number, organisation) will be processed and stored to enable us to contact you and respond to your correspondence, provide information and/or access our facilities and services. Your personal information will be not shared or provided to any other third party.

The Councils Right to Process Information

  • General Data Protection Regulations Article 6 (1) (a) (b) (c) and (e)
  • Processing is with consent of the data subject or
  • Processing is necessary in order to enter into or perform a contract with the data subject (or to take steps prior to entering into a contract).
  • Processing is necessary for compliance with a legal obligation or
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

Information Security

Willand Parish Council has a duty to ensure the security of personal data. We make sure that your information is protected from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure. This is done through appropriate technical measures and appropriate policies. Copies of these policies can be requested.

We will only keep your data for the purpose it was collected for and only for as long as is necessary. After which it will be deleted. (You many request the deletion of your data held by Willand Parish Council at any time).

We will not process any data relating to a child (under 13) without the express parental/ guardian consent of the child concerned.

Access to Information
You have the right to request access to the information we have on you. You can do this by contacting our Data Information Officer Email: clerk@willand-pc.org.uk

Information Correction
If you believe that the information we have about you is incorrect, you may contact us so that we can update it and keep your data accurate. Please contact: clerk@willand-pc.org.uk to request this.

Information Deletion
If you wish Willand Parish Council to delete the information about you please contact: clerk@willand-pc.org.uk to request this.

Right to Object
If you believe that your data is not being processed for the purpose it has been collected for, you may object: Please contact clerk@willand-pc.org.uk to object.

Rights Related to Automated Decision Making and Profiling
Willand Parish Council does not use any form of automated decision making or the profiling of individual personal data.
Conclusion: In accordance with the law, we only collect a limited amount of information about you that is necessary for correspondence, information and service provision. We do not use profiling, we do not sell or pass your data to third parties. We do not use your data for purposes other than those specified. We make sure your data is stored securely. We delete all information deemed to be no longer necessary. We constantly review our Privacy Policies to keep it up to date in protecting your data. (You can request a copy of our policies at any time).

If you have a complaint regarding the way your personal data has been processed you may make a complaint to Willand Parish Council Data Information Officer: The Clerk Kate Taylor clerk@willand-pc.org.uk Tel: 07920014407, and the Information Commissioners Office casework@ico.org.uk Tel: 0303 123 1113

Willand Parish Council Privacy Policy

1. 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 by the personal data alone or in conjunction with any other 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 local legislation relating to personal data and rights such as the Human Rights Act.

2. Council information
This Privacy Policy is provided to you by Willand Parish Council which is the data controller for your data. Some personal data may be held on the Parish Council website willand-pc.org.uk. Council address c/o 40 Townlands, Willand, EX15 2RS

3. The data controller is
(a) Willand Parish Clerk

4. What personal data is collected?
a) Full names and titles
b) Contact details including address, telephone number and email addresses
c) Where they are relevant to the services provided by a council, or where you provide them to us, we may process demographic information such as gender, age, marital status, nationality, education/work histories, academic/professional qualifications, hobbies, family composition, and dependants.
d) Where you hold an allotment tenancy your details will be held in order to collect the annual rent. Payments against your name you will be recorded by date and amount only.
e) Website data – No activity information (including user behaviour data) will be collected
f) Information may be collected from the Willand Parish Facebook site which is linked to the website or from the contact form on the website.
g) Willand Parish Council may contact you as a result of your contact through the website

5. The council will comply with data protection law. This says that the personal data we hold about you must be:
a) Used lawfully, fairly and in a transparent way.
b) Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
c) Relevant to the purposes we have told you about and limited only to those purposes.
d) Accurate and kept up to date.
e) Kept only as long as necessary for the purposes we have told you about.
f) 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.

6. We use your personal data for some or all of the following purposes:
a) 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;
b) To confirm your identity to provide some services;
c) To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp);
d) To help us to build up a picture of how we are performing;
e) To prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions;
f) To enable us to meet all legal and statutory obligations and powers including any delegated functions;
g) 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;
h) To promote the interests of the council;
i) To maintain our own accounts and records;
j) To seek your views, opinions or comments;
k) To notify you of changes to our facilities, services, events and staff, councillors and role holders;
l) 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;
m) To process relevant financial transactions including grants and payments for goods and services supplied to the council
n) 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.

7. What is the legal basis for processing your personal data?
The council is a public authority and has certain powers and duties. 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. Sometime 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 Policy sets out your rights and the council’s obligations to you in detail.
We may also 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 grass cutting, 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.

8. Sharing your personal data
The council will implement appropriate security measures to protect your personal data. This section of the Privacy Policy provides information about the third parties with whom the council will share your personal data. These third parties also 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): 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.

9. 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 current 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.

10. 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.
(i) The right to access personal data we hold on you
(ii) The right to correct and update the personal data we hold on you
(iii) The right to have your personal data erased
(iv) The right to object to processing of your personal data or to restrict it to certain purposes only
(v) The right to data portability
(vi) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
(vii) 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.

11. 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.

12. Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Policy, then we will provide you with a Privacy 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.

13. Changes to this policy
We keep this Privacy Policy under regular review and we will place any updates on willand-pc.org.uk. This Policy was last updated in June 2018.

14. Contact Details
Please contact us if you have any questions about this Privacy Policy or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, Willand Parish Council
Email: clerk@willand-pc.org.uk