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Privacy Notice

Privacy Notice

Fyfield and West Overton Parish Council is committed to protecting your privacy. All public and private organisations are legally obliged to protect any personal information they hold.  We operate in accordance with the General Data Protection Regulations 2018 in respect of any personal information you provide to us.

The information we hold and how we use it 

The information you provide (personal information such as name, address, email address, phone number, organisation) will be processed and stored so that it is possible to contact you and respond to your correspondence, provide information, if appropriate to other principal authorities (eg government agencies) to enable Fyfield and West Overton Parish Council to answer your queries, and/or access our facilities and services.  We may from time to time contact you to seek your views, opinions or comments and to keep you informed of Council activities and services.  Your personal information will be not shared or provided to any other third party unless required to do so by law or with your prior written consent. 

The Council’s right to process information 

General Data Protection Regulation (GDPR) (Data Protection Act 2018) Article 6 (1) (a) (b) and (e) 

Processing is with consent of the data subject
or
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.

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 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 general, we will only keep data as long as we need it.  This means we will either delete or shred the data when it is no longer required.

Information Security 

Fyfield and West Overton Parish Council is committed to the need 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 achieved through appropriate technical measures and appropriate policies. 

Children 

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

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 identity before you can exercise these rights.

1.  The right to access your personal data

Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations.  If we do hold information about you we will:

Provide a description of it;

Give the reason for holding it;

Tell you to whom it could be disclosed, and

Let you have a copy of the information in an intelligible form. 

 

You can do this by contacting our Data Information Officer: parishclerk.fyfield@gmail.com

2.     The right to correct and update your personal data we hold   

If you believe that the information we hold about you is incorrect, you may contact us so that we can update it and keep your data accurate. 

3.    The right to have your personal data erased

If you want Fyfield and West Overton Parish Council to delete the information, which it holds about you please contact the Data Information Officer.

4.    The right to object to the processing of your data or restrict it

If you believe that your data is not being processed for the purpose for which it has been collected for or you would like it restricted please contact the Data Information Officer.  Upon receiving your request we will contact you and advise if we are unable to comply or if we have a legal obligation to continue to process your data.

5.   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 your request.

6.   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 by either email or post:

Parishclerk.fyfield@gmail.com

5 Peacock, West Overton, Marlborough, SN8 4HD

 

7.    The right to complain 

If you have a complaint regarding the way your personal data has been processed please contact Fyfield and West Overton Parish Council Data Information Officer: parishclerk.fyfield@gmail.comand the 

Information Commissioners Office: casework@ico.org.uk

 Tel: 0303 123 1113 

 

Automated Decision Making and Profiling 

Fyfield and West Overton Parish Council does not use automated decision making or profiling of individual personal data. 

Availability and changes to this policy

This policy is available on the Fyfield and West Overton website http://www.fwoparish.org.uk/parish-council

This policy may change from time to time. If we make any material changes we will publicise the details via the website and Council meetings. 

 

Contact

If you have any queries about this policy or need it in an alternative format please contact the Fyfield and West Overton Parish Council Data Information Officer: 

parishclerk.fyfield@gmail.com

5 Peacock, West Overton, Marlborough, SN8 4HD

 

In Conclusion 

In accordance with the law, we only collect only a limited amount of information about you as required for correspondence, our 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 review constantly our Privacy Policies to keep it up to date in protecting your data. 

Updated 21stMay 2018

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