Furneux Pelham Parish Council

This Privacy Notice is provided to you by Furneux Pelham Parish Council which is the data controller for your data. When you contact Furneux Pelham Parish Council, the information you provide (personal information such as name, address, email address, phone number) will be processed and stored as outlined in this Notice.

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.

• other local authorities, primarily East Herts Council and Herts County Council;
• community groups;
• charities and other not for profit entities; and
• contractors.

We may need to share your personal data we hold with them so that they can carry out their responsibilities to the Parish Council. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the Parish 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 Parish Council processes and for what purposes is set out in this Privacy Notice.

• names, titles, and aliases, photographs;
• contact details such as telephone numbers, addresses, and email addresses; or
• where you pay for activities such as use of the Allotments, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers.

The Parish Council does not intend to process sensitive personal data.

In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

• 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; and
• 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.

• 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;
• to confirm your identity to provide some services;
• to contact you by post, email, telephone or using social media (e.g., Facebook, Twitter);
• to help us to build up a picture of how we are performing;
• to prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions;
• to enable us to meet all legal and statutory obligations and powers including any delegated functions;
• 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;
• to promote the interests of the Parish Council;
• to maintain our own accounts and records;
• to seek your views, opinions or comments;
• to notify you of changes to our facilities, services, events and staff, councillors and other role holders;
• 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;
• to process relevant financial transactions including grants and payments for goods and services supplied to the Parish Council; and
• to allow the statistical analysis of data so we can plan the provision of services.

The Parish 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 Parish 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 Parish Council’s services. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the Parish Council’s obligations to you.

We may 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.

This section provides information about the third parties with whom the council may 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 “Other data controllers the Parish Council works with”;
• our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf; and
• 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.

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 7 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 Parish 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.

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.

• 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.

• If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

• 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).

• 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.

• • 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.

• You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).

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 may ne accessed from overseas.

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.

We keep this Privacy Notice under regular review and we will place any updates on this web page governance documentation. This Notice was approved on 10 May 2018.

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:

Data Controller, Furneux Pelham Parish Council, 40 Calverley Close, Bishop’s Stortford CM23 4JJ

Emails: info@furneuxpelham.org.uk

If you have a complaint regarding the way your personal data has been processed you may make a complaint to the Information Commissioners Office: casework@ico.org.uk Tel: 0303 123 1113