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 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 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 legislation relating to personal data and rights such as the Human Rights Act.

Who are we?

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

Other data controllers the council works with:

·                     Staffordshire Moorlands District Council

·                     Staffordshire County Council         

·                     Peak District National Park Authority

·                     The National Trust

We may need to share your personal data we hold with them so that they can carry out their responsibilities to the council.  If we and the other data controllers listed above are processing your data jointly for the same purposes, then the council and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.

A description of what personal data the council processes and for what purposes is set out in this Privacy Notice. 

The council will process some or all of the following personal data where necessary to perform its tasks:

·                     Names, addresses, telephone numbers and email addresses;

We do not use sensitive personal data  

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.

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

·                     To contact you;

·                     To distribute gifts from the Council, such as Queen’s Birthday Commemorative Medals;

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

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.

To date the use of your personal data has not required your consent. If any future use requires your consent we will first obtain it to that use.

Sharing your personal data

We do not share your data with any third parties.

How long do we keep your personal data?

We will keep name and address records permanently.

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.

1)                  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.

2)                  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.

3)                  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 (for example because we need it for to comply with a legal obligation).

4)                  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.

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 receiving 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 telephone, email, or by post (see Contact Details below).

7)                  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 or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Transfer of Data Abroad

No personal data will be transferred to other countries or territories.

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 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 notice

We keep this Privacy Notice under regular review and we will place any updates on our website:  This Notice was last updated in February 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:

Ilam Parish Council

Barn House

Ilam Moor Lane





You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.