Privacy Policy – Hethersett Parish Council

Background

This Privacy Policy lets you know what happens to any personal data that you give us, or any that we may collect from or about you.

What is personal data?

Personal data is any information about a living individual, which allows them to be identified from that data (for example a name, photograph, video, 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 (GDPR) and other local legislation relating to personal data and rights such as the Human Rights Act.

Who are we?

This Privacy Policy is provided to you by Hethersett Parish Council, which is the

Data Controller for your data. The Council’s address is:

Parish Council Office

Village Hall

Back Lane

Hethersett

Norwich

NR9 3JJ

Other Data Controllers who the Parish Council work with include:

• Norfolk County Council

• South Norfolk District Council

• Community groups

• Other not for profit entities

• Contractors

What kind of personal information do we process?

Personal information we process includes:

• Personal and contact details e.g. title, name, address, telephone numbers and email addresses

• Copies of correspondence between you and the Council in respect of services you receive from us

• Copies of correspondence, contracts and invoices in respect of goods and services you provide to us

How will the Council comply with Data Protection legislation?

Legislation states 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

What will we use your personal data for?

We use your personal data for some or all of the following purposes:

• To deliver public services that you request and to understand what we can do for you and inform you of other relevant services

• To enable us to meet all legal and statutory obligations and powers including any delegated functions

• To maintain our own accounts and records and to monitor and record our communications with you and our staff

• To process relevant financial transactions including grants and payments for goods and services supplied to the Council

• To assess job applications or to manage existing staff employment

• To assess applications for the role of Parish Councillor

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. 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 Policy sets out your rights and the Council’s obligations to you.

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.

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 of the Privacy Policy provides information about the third parties with whom the Council will 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 ‘Who Are We?’

• Our agents, suppliers and contractors e.g. our email hosting and document storage provider

• 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 litter picks in the community

• Our bank (in order to make payments to you)

• Our auditors

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 e.g. it is best practice to keep financial records for a minimum period of 6 years to support HMRC audits or provide tax information.

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.

What are your rights?

You have the following rights with respect to your personal data:

• 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.

• 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.

• 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 e.g. because we need it to comply with a legal obligation.

• 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.

• 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.

• 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 be telephone, email or by post (see contact details below).

• The right to lodge a complaint with the Information Commissioners 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

Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9

5AF.

When exercising any of your rights, 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.

Will any of my personal data be transferred outside of the UK?

We are based in the UK but sometimes your personal information may be transferred out of the UK e.g. our website is accessible from overseas so on occasion some personal data may be accessed from overseas.

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 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 Privacy Policy

We will keep this Privacy Policy under regular review and we will place any

updates on the GDPR page of our website, which can be found at

www.hethersettparishcouncil.gov.uk

Contact details

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 please contact:

The Data Controller

Hethersett Parish Council