Privacy Notice Full
Titchmarsh Parish Council is committed to protecting your privacy. We have prepared this Privacy Notice to describe our practices regarding Personal Data we collect from members of the public and visitors to the village web site.
Except as otherwise stated in this Privacy Notice and in our data collection notices where you give us your consent, we do not disclose your information to external third parties. Your data will always be treated securely and in accordance with this Privacy Notice. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
Titchmarsh Parish Council Privacy Notice
We are required to provide you with the following information in this Privacy Notice under applicable law, which includes:
- the Data Protection Act 1998, which will be replaced by the General Data Protection Regulation (EU) 2016/679 from 25 May 2018
- the Privacy and Electronic Communications (EC Directive) Regulations 2003
1 What data do we collect from you?
Titchmarsh Parish Council collects Personal Data and Anonymous Data when you send us information or communications or when you visit our web site. ‘Personal Data’ means data that allows someone to identify you, for example, your name, address, telephone and mobile numbers, and email address, as well as any information about you that is associated with, linked to, or could be linked to, any of the aforementioned data.
‘Anonymous Data’ means data that is not associated with or linked to your Personal Data. Anonymous Data does not permit the identification of individual persons.
1.1 Why do we collect this information?
We may collect information from you when you communicate with us, when you use our web site, or when you attend any of the events organised by us. We only collect information about you so that we can support you, respond to you, enter into a contract with you or keep you informed. Any information that you provide to us by which you can be identified will only be used in accordance with this Privacy Notice.
1.2 How we collect Personal Data
We collect Personal Data, such as your name, contact details, address and post code when you contact us by letter or enter into a contract with us. We also collect other types of Personal Data you provide to us voluntarily, when, for instance, you fill in a questionnaire or a form. If you contact us via email, we will collect your name and email address in order to send you a reply. If you opt-in to the Daily Digest on our web site, we will collect your email address.
We may also collect and store information about you when you interact with us. For example when you:
- communicate with us
- register for an event
- submit an enquiry
- give us feedback
- make a complaint
- apply for a job
- volunteer in an activity
- visit our web site
1.3 Cookies (via our website)
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
You can set your browser not to accept cookies. The following websites will tell you how to remove cookies from your browser:
2 How will we use the information we collect?
We will use your personal information for the following purposes:
- Responding to a request: If you contact us with a query, we may use your personal information to provide you with a response.
- Processing an application: We may process your information if you send or fill in an application form or send us your CV or details in respect of an opportunity to work with us in order to evaluate your suitability and respond to you.
- Providing access and developing our website: We may use your personal information to provide you with access to our website, personalise your online experience, and improve and develop it further for your benefit.
- Administration: We may use your personal information to record and deal with a complaint, record a request not to receive further marketing information, record what our volunteers have done for us, and for other essential internal record keeping purposes.
- Protecting your vital interests: We may process your personal information where we reasonably think that there is a risk to you, or someone else, of your personal rights and freedoms being infringed upon.
- Legal, regulatory and tax compliance: If we are subject to a legal obligation, we may process your personal information to fulfil that obligation.
- Profiling and analysis: We may occasionally, for the purposes of our legitimate interests, use your personal information to conduct profiling users of our web site. This will help us target communications in a more focused, efficient and cost effective way, helping us reduce the chances of users receiving inappropriate or irrelevant communications. You can object to such use of your personal information for profiling at any time by contacting us on the details set out at the end of this Privacy Notice. Please contact us if you would like more information on our profiling and analysis activities.
On our web site: Titchmarsh Parish Council uses your Personal Data to provide you with a customised online experience and to provide services to you. Such services include sending you the Daily Digest eNewsletter if you have given us permission to do so, processing requests, and sending material to you via digital communications platforms (for example, emails and the Daily Digest).
We may create Anonymous Data records from Personal Data by excluding information (such as your name) that makes the data personally identifiable to you. We may use this Anonymous Data to perform statistical analyses of users’ aggregate behaviour so that we may enhance the content of our services and improve site navigation. Titchmarsh Parish Council reserves the right to use and disclose Anonymous Data to third parties at its discretion, in aggregate form.
3 Information about people under 18
All personal information processed about people under the age of 18 is done so with parent/guardian consent. Before processing data we will ask you to confirm that consent has been provided, if the individual is under the age of 18.
4 Do we share your Personal Data with other companies?
Except as otherwise stated in this Privacy Notice and in our data collection notices where you give us your consent, we do not disclose your information to external third parties.
Your data will always be treated securely and in accordance with this Privacy Notice. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
For the purpose of providing services to you, you expressly consent to the sharing of your Personal Data with our contractors and third party service providers.
5 Keeping your details up to date
You have choices regarding the collection, use, and sharing of your Personal Data. When you register for the Daily Digest, you will be asked to provide your email address. You are able to update or change your email address at any time by following the links in the Daily Digest. Should you decide to stop receiving further communications from us, you will have the opportunity to ‘opt-out’ by following the unsubscribe instructions provided in the Daily Digest.
Note that we may retain changed or deleted information in our archives, but we will not keep it longer than is necessary.
6 Other websites
Except as otherwise expressly stated in this Privacy Notice or on the Titchmarsh Parish Council web site, only Titchmarsh Parish Council collect Personal Data through the services provided solely by Titchmarsh Parish Council; this Privacy Notice applies only to the use and disclosure of Personal Data that we collect while you use our web site and/or interact with us directly through letter or email.
7 How do we keep your Personal Data secure?
Your Personal Data may be processed both inside and outside of your own country. When you submit your details and in whichever country you are situated you agree to the data being transferred to the UK and processed under the terms of the UK Data Protection Act 1998 and the Privacy and Electronic Communications (EC Directive) Regulations 2003, which stem from European Directives 95/46/EC and 2002/58/EC respectively. And from 25 May 2018 by the new General Data Protection Regulation (GDPR) EU2016/679. If you are not in agreement with this, please do not give us your personal details.
Titchmarsh Parish Council is committed to protecting the security of your Personal Data. We use a variety of industry-standard security technologies and procedures to help protect your Personal Data from unauthorised access, use, or disclosure.
Titchmarsh Parish Council has implemented other industry-standard electronic means of protecting your Personal Data. We store Personal Data behind a firewall, a barrier designed to prevent outsiders from accessing our servers. We may also require you to enter a password to access or update your account information. In addition, Titchmarsh Parish Council protects your Personal Data from unauthorised physical access by storing your Personal Data in a controlled secure facility.
Except as provided elsewhere in this Privacy Notice, Titchmarsh Parish Council limits access to Personal Data in electronic databases to employees and contractors of Titchmarsh Parish Council who have a business need for such access, and those persons are under contract to keep your data secure.
Even though Titchmarsh Parish Council has taken significant steps to ensure that your Personal Data is not intercepted, accessed, used, or disclosed by unauthorised persons, you should know that Titchmarsh Parish Council cannot completely eliminate security risks associated with Personal Data.
8 How long will we keep your information?
We will keep your personal information in respect of financial transactions for as long as the law requires us to, for tax or accounting purposes (which may be up to six years after a particular transaction).
If you request that we stop processing your personal information for the purpose of marketing we may in some instances need to add your details to a suppression file to enable us to comply with your request not to be contacted.
In respect of other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.
9 Access to your Personal Data
You are entitled to see the information held about you and you may ask us to make any necessary changes to ensure that it is accurate and kept up to date. You also have the right to ask us to erase your personal information, ask us to restrict our processing of your personal information or to object to our processing of your personal information.
If you wish to see the information we hold about you or to exercise any of the above rights, please contact us in writing or by telephone, requesting a rights to personal information form:Parish Clerk
c/o Titchmarsh Parish Council
Depending on the complexity of the request, we may charge a fee of £10 to meet our costs in providing you with details of the information we hold about you. We are also legally obliged to request you to provide us with identification so that we can be certain that you are entitled to receive the requested data.
10 Questions regarding this Privacy Notice
Titchmarsh Parish Council welcomes your comments or questions regarding this Privacy Notice. Please email us at: firstname.lastname@example.org
If you believe that Titchmarsh Parish Council has not adhered to this Privacy Notice, please contact us by email at email@example.com. We will do our best to address your concerns.
Reporting concerns or making a complaint
Should you require further information regarding your rights it may be obtained from the Information Commissioner’s Office. If you have any concerns about how we have used your data you may report it here: https://ico.org.uk/concerns
11 Data Breaches
We will report any identified and confirmed unlawful data breach of our website’s database or the database(s) of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach, if it is apparent that personal data stored in an identifiable manner has been stolen.
12 Data Controller
The data controller is:
Titchmarsh Parish Council
13 Data Protection Officer
The data protection officer is:NALC
14 Changes to this Privacy Notice
Our Privacy Notice may change from time to time to ensure adherence to legislation or industry developments, so please check this page occasionally to see if we have included any updates or changes, and that you are happy with them.
(Last updated: 11 January 2022)