Chandler’s Ford Parish Council understands that your privacy and the security of your personal information are extremely important. We are committed to protecting your privacy when you visit our website, take part in our projects, attend our events or interact with the Council in any way. We want to ensure that we respect your privacy in everything that we do.
Our contact details:
Chandler’s Ford Parish Council
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
We only collect information that we need to perform our duties as a Parish Council. You are under no obligation to provide any information but if you do not then it might be more difficult to provide you with certain services or information.
2. How do we obtain and use personal data?
Most of the personal information that we process was provided directly by you for one of the following reasons:
- Registering for one of our events, including Funtasia
- Account details of service providers
- To respond to enquiries or correspondence
- When you hire one of our venues
- For the purposes of keeping records for allotments
3. Legal Basis for processing personal data
We always process personal data legally as required by legislation. The different legal bases we rely on are:
- Consent – you gave permission to process the data for a specific purpose. Consent can be removed at any time by contacting our Data Protection Officer.
- Legitimate Interests – the processing is necessary for us to perform our duties and pursue the Council’s agreed objectives.
- Performance of a Contract – we must process personal data in order to be able to meet our contractual obligations.
- Vital Interests – in an emergency, we might provide personal data to save someone’s life.
- Legal Obligation – we are required to process your personal data by law
- Public Interest – to carry out a task in the public interest.
4. Personal data is used for the following purposes
- to enable us to provide a service for the benefit of the public in a particular geographical area as defined by the Electoral Commission
- to administer financial records of the hiring of our chargeable facilities
- to manage our employees and volunteers
- to maintain our own accounts and records
- to inform you of news, events, and activities being run by the parish council
We do not share information with third parties unless you have given us permission and we have notified you. We do not transfer personal data outside the EEA and if such a transfer might become necessary, we will ensure that standard contractual clauses or other safeguarding measures are used and that you are aware of this transfer.
Cookies are small files normally consisting of letters and numbers which store information on the user’s computer. They are used in numerous ways, such as to analyse visitor traffic to our website through Google Analytics.
5. What is the legal basis for processing your personal data?
- Public Task is the legal basis of our data handling.
- Processing is necessary for carrying out legal obligations in relation to managing the letting of our facilities or under employment, social security or a collective agreement.
- There is no disclosure to a third party without consent.
6. How long do we keep your personal data?
We keep data in accordance with the requirements of HMRC for invoices, and for as long as required (as a tenant or on the waiting list) for allotments.
Specifically, we retain electoral roll data while it is still current; hiring records and associated paperwork for up to 7 years after the calendar year to which they relate.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -
- The right to request a copy of your personal data which CFPC holds about you
- The right to request that CFPC corrects any personal data if it is found to be inaccurate or out of date
- The right to request your personal data is erased where it is no longer necessary for CFPC to retain such data
- The right to withdraw your consent to the processing at any time
- The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
- The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics].
- The right to lodge a complaint with the Information Commissioner's Office.
8. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.
9. How to complain
Information Commissioner's Office