ILAM PARISH COUNCIL
DATA PROTECTION 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
· All communication with the Council’s is through the Parish Clerk:
o Paul Watson
o Clerk to Ilam Parish Council
o Barn House
o Ilam Moor Lane
o Ashbourne DE6 2BD
o tel: 01335 310 321
o email: email@example.com
3. Who are the data controllers?
· The Council is the data controller and there are no joint controller arrangements with any other body.
4. What personal data is collected?
· Names, titles, and contact details such as telephone numbers, addresses, and email addresses;
· No sensitive personal data is collected;
· No data is processed in any way;
· No personal data is collected automatically;
· The only personal data collected from other sources is the electoral register provided by Staffordshire Moorlands District Council;
· No personal data is shared with any other body or person.
5. 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.
6. We use your personal data for some or all of the following purposes:
· To enable us to meet all legal and statutory obligations and powers including any delegated functions;
· To distribute gifts from the Council to parishioners, such as Queen’s Birthday Commemorative Medals.
7. What is the legal basis for processing your personal data?
In future it is possible that some use of your personal data may require your consent. if so, we will first obtain your consent to that use.
8. Protecting your personal data
The council has implemented appropriate security measures to protect your personal data:
· All data is stored on the Parish Clerk’s computer to which he alone has access;
· All data is password protected.
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
No personal data is transferred abroad.
12. Further processing
13. Changes to this policy
14. Contact Details
The Data Controller, Ilam