Data Protection and GDPR
Flitton and Greenfield Parish Council
1. General Data Protection Regulations
When handling any personal information, we take all necessary steps to comply with the General Data Protection Regulations 2018 and relevant subordinate legislation. When you supply any personal information to us we will meet our legal obligations to you in the way that we deal with that information. In accordance with the Data Protection Principles we are required to collect personal information fairly and to let you know how we will use it (see section 2 below) and whether we will pass the information onto anyone else (see section 3 below). We will comply with the Principles by ensuring that:
- all personal information supplied to us is held securely
- information will be held only as long as necessary for our services
- we use up to date industry procedures to keep personal data as safe and secure as possible against loss, unauthorised disclosure or access (see section 5 below).
2. What personal information do we collect and why do we collect it?
We may collect the following types of information: -
(a) web analytic data;
(c) contact information and other personal information
When someone visits this website we use a third party service Project Involve as part of Bedfordshire Parishes Websites, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. Similarly, like many sites we reserve the option to collect information about online behaviour using cookies, which contain identification information that enables us to see how users are interacting with the site and how frequently they are returning. The cookies do not contain any information which enable you to be personally identified and are not combined with other information the Council holds to provide personally identifiable information.
Where we collect personally identifiable information through our website, we will be up front about this. That is if you sign up as a Member and provide your email address.
We will make it clear when we collect personal information and will explain what we intend to do with it. Only the information in (c) is Personal Data which falls within the provisions of the Data Protection Regulations. We may hold your Personal Data (such as name, e-mail address and other contact information) when you register to receive e-news posts from us and provide your name or return contact information.
3. To whom will we supply your personal data?
We will not disclose any data about traffic and usage of the site or about online behaviour using cookies with any third parties
We will not disclose personally identifying information.
It is not our policy to release (sell, trade, provide or rent) your information to other parties.
Where an individual provides personal information (such as name, e-mail, address and other contact information) to us via our website for whatever purpose (e.g. registration, survey, feedback etc.) that personal information will only be used for the purpose of communicating with you in relation to the matter raised or for any other purpose for which you have given your consent.
Specific personal information may be released but only where we are required to do so e.g., court order or for any of the Council’s statutory purposes.
3.1 Will you use my personal information for direct marketing? Can I prevent this?
Any personal data obtained will not be used by us or other parties for direct marketing, except for the transmission of informati9on contained within the website.
Your consent may be withdrawn at any time by sending an e-mail to email@example.com and typing Remove from Flitton and Greenfield Beds Parishes website list in the subject line. In addition, when we send you a direct email it will include an option to remove yourself from the mailing list.
3.2 Is my personal information sent abroad?
Countries in the European Economic Area (EEA, which includes the UK at time of writing) are required to have a similar standard of protection of personal data. Lower standards often apply outside that area. The Parish Council does not propose releasing such material outside the EEA. In addition, before releasing any data to a third party under the constraints above, guarantees will be elicited that processing of this personal information will continue to restricted to the EEA, and we will take all reasonable steps to ensure that data is held with adequate security.
4. Links to other websites
We take care to ensure the security of the Flitton and Greenfield Parish Council website and your personal information. We work with Project Involve to ensure the safety and security of the information we collect on line. Any third party processing such information on the Council’s behalf is contractually obliged to put in place similar measures. However, you should consider any communication that you transmit to us (such as data, questions, answers, comments or suggestions) as non-confidential. The Council will not be liable if information that belongs to you is intercepted and used by an unintended recipient.
7. Access to personal information and contacting us
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the General Data Protection Regulations. If we do hold information about you we will:
- give you a description of it;
- tell you why we are holding it;
- tell you who it could be disclosed to; and
- let you have a copy of the information in an intelligible form.
If you wish to find out what information we hold about you please contact us providing your contact details, a brief description of the information you require and enclose proof of your identity. This could be a scanned copy of a household bill, passport or driving licence. You will receive a response to your request within 20 days
Flitton and Greenfield Parish Council Privacy Notice
This website is run by Flitton and Greenfield Parish Council. We regard your privacy as important and comply with the Data Protection Act 1998 and the General Data Protection Regulation (GDPR).
We process and hold information in order to provide public services. This notice explains how we use and share your information. Information may be collected on a paper or online form, by telephone, email or by a member of our staff, or one of our partners.
We record personal information if you:
- subscribe to or apply for services that require personal information,
- subscribe to receive information through one of our websites (Beds Parishes or F&G MUGA) Where we collect personally identifiable information through our website, we will be up front about this. That is if you sign up as a Member and provide your email address
- report a fault and give your contact details for us to respond,
- contact us and leave your details for us to respond.
Why we collect information
We collect and hold information about you, in order to:
- deliver public services
- confirm your identity to provide some services
- contact you by post, email or telephone
- understand your needs to provide the services that you request
- understand what we can do for you and inform you of other relevant services and benefits
- obtain your opinion about our services
- update your customer record
- prevent and detect fraud and corruption in the use of public funds
- allow us to undertake statutory functions efficiently and effectively
- make sure we meet our statutory obligations.
Our Right to Process Information
We are permitted to process information under GDPR Article 6 (1) (a) (b) and (e) when:
- Processing is with consent of the data subject, or
- Processing is necessary for compliance with a legal obligation, or
- Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller
How we use your information
We will only use any personal information you send us for the purposes for which you provide it. We will only hold your information for as long as necessary. All councillors and employees who have access to your personal data and are associated with the handling of that data are obliged to respect the confidentiality of your data. All your communications to us are protected against unauthorised access by third parties.
The Council tries to keep the information we have about you accurate and up to date. If, however, you find errors or inaccuracies in your data, we will erase, complete or amend that information upon request. Our contact details are below.
We will process your information for the following purposes:
- for the service you requested, and to monitor and improve the council’s performance in responding to your request.
- to allow us to be able to communicate and provide services and benefits appropriate to your needs.
- to ensure that we meet our legal obligations.
- where necessary for the law enforcement functions.
- to prevent and detect fraud or crime.
- To process relevant financial transactions including grants and payments for goods and services supplied to the Council
- where necessary to protect individuals from harm or injury.
- to allow the statistical analysis of data so we can plan the provision of services.
We may need to pass your information to other people and organisations that provide the service. These providers are obliged to keep your details securely and use them only to fulfil your request. If we wish to pass your sensitive or confidential information onto a third party, we will only do so once we have obtained your consent, unless we are legally required to do so. We may disclose information to other partners where it is necessary, either to comply with a legal obligation, or where permitted under the Data Protection Act.
Where we need to disclose sensitive or confidential information to other partners, we will do so only with your prior explicit consent or where we are legally required to. We may disclose information when necessary to prevent risk of harm to an individual.
Flitton and Greenfield Parish Council cares about ensuring the security of personal data. We make sure that your information is protected from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure. This is done through appropriate technical measures and appropriate policies. We will only keep your data for the purpose it was collected for and only for as long as is necessary. After which it will be deleted.
We will not process any data relating to a child (under 13) without the express parental/ guardian consent of the child concerned.
Access to Information
You have the right to request access to the information we have about you. You can do this by contacting our Clerk: firstname.lastname@example.org
If you believe that the information we have about you is incorrect, you may contact us so that we can update it and keep your data accurate. Please contact: email@example.com
If you wish Flitton and Greenfield Parish Council to delete the information about you please contact: firstname.lastname@example.org
Right to Object
If you believe that your data is not being processed for the purpose it has been collected for, you may object: Please contact email@example.com
Rights Related to Automated Decision Making and Profiling
Flitton and Greenfield Parish Council does not use automated decision making or profiling of individual personal data.
To Sum Up
In accordance with the law, we only collect a limited amount of information about you that is necessary for correspondence, information and service provision. We do not use profiling, we do not sell your data, we do not pass your data to third parties without your consent. We do not use your data for purposes other than those specified. We make sure your data is stored securely. We delete all information deemed to be no longer necessary. We constantly review our Privacy Policies to keep it up to date in protecting your data.
If you have a complaint regarding the way your personal data has been processed you may make a complaint to Flitton and Greenfield Parish Council firstname.lastname@example.org and the Information Commissioners Office email@example.com Tel: 0303 123 1113
Flitton and Greenfield Parish Council
The Church Hall
Bedford MK45 5EJ
Tel 01525 860377
The GDPR affects this website - Project involve Bedfordshire Parishes
By default, the website will not collect any personal data about users. However, it may do in the following cases:
- If you have configured your site to allow users to join as members, they will be giving you their name and email address so they can access your site and any services offered on it.
- If you have created surveys or petitions that collect personal information in user responses.
- If you have enabled applications such as discussion forums where users might add personal details in their contributions to your site.
The GDPR states that:
- The Parish Council must keep this personal information private at all times.
- The Parish Council can only use personal information for the specific reasons that it was given to you.
- The Parish Council cannot send marketing emails or newsletters to users unless they have opted in.
- If The Parish Council collects personal information via the site (such as via a survey or a form) The Parish Council must clearly state how it will be used and how long it will be kept for.
- The Parish Council must delete any personal information held from users (e.g., survey responses) if they request it.
Note that these rules also apply to any personal information that is kept on users which is separate to the website (e.g., if there is a saved a list of users to a computer).
The information above is given as a general indication of how the changes in legislation may affect anyone running a site on Bedfordshire Parishes. However, it is not definitive advice about the requirements of GDPR
For more information see the Information Commissioner's website.
Bedfordshire Parishes Administrators