Data Protection Policy
Chew Magna Parish Council recognises its responsibility to comply with the General Data Protection Regulations (GDPR) 2018 which regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name and address.
General Data Protection Regulations (GDPR)
The GDPR sets out high standards for the handling of personal information and protecting individuals’ rights for privacy. It also regulates how personal information can be collected, handled and used. The GDPR applies to anyone holding personal information about people, electronically or on paper. Chew Magna Parish Council has also notified the Information Commissioner that it holds personal data about individuals.
When dealing with personal data, Chew Magna Parish Council staff and members must ensure that:
- Data is processed fairly, lawfully and in a transparent manner
This means that personal information should only be collected from individuals if staff have been open and honest about why they want the personal information.
- Data is processed for specified purposes only
This means that data is collected for specific, explicit and legitimate purposes only.
- Data is relevant to what it is needed for
Data will be monitored so that too much or too little is not kept; only data that is needed should be held.
- Data is accurate and kept up to date and is not kept longer than it is needed
Personal data should be accurate, if it is not it should be corrected. Data no longer needed will be shredded or securely disposed of.
- Data is processed in accordance with the rights of individuals
Individuals must be informed, upon request, of all the personal information held about them.
- Data is kept securely
There should be protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.
Storing and accessing data
Chew Magna Parish Council recognises its responsibility to be open with people when taking personal details from them. This means that staff must be honest about why they want a particular piece of personal information.
Chew Magna Parish Council may hold personal information about individuals such as their names, addresses, email addresses and telephone numbers. These will be securely kept at the Chew Magna Parish Council Office and are not available for public access. All data stored on the Chew Magna Parish Council Office computers are password protected. Once data is not needed any more, is out of date or has served its use and falls outside the minimum retention time of Councils document retention policy, it will be shredded or securely deleted from the computer.
Chew Magna Parish Council is aware that people have the right to access any personal information that is held about them. Subject Access Requests (SARs) must be submitted in writing (this can be done in hard copy, email or social media). If a person requests to see any data that is being held about them, the SAR response must detail:
- How and to what purpose personal data is processed
- The period Chew Magna Parish Council tend to process it for
- Anyone who has access to the personal data
The response must be sent within 30 days and should be free of charge.
If a SAR includes personal data of other individuals, Chew Magna Parish Council must not disclose the personal information of the other individual. That individuals personal information may either be redacted, or the individual may be contacted to give permission for their information to be shared with the Subject.
Individuals have the right to have their data rectified if it is incorrect, the right to request erasure of the data, the right to request restriction of processing of the data and the right to object to data processing, although rules do apply to those requests.
Please see “Subject Access Request Procedure” for more details.
Chew Magna Parish Council members and staff must be aware that when complaints or queries are made, they must remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential.
When you contact us
The information you provide (personal information such as name, address, email address, phone number, organisation) will be processed and stored to enable us to contact you and respond to your correspondence, provide information and/or access our facilities and services. Your personal information will be not shared or provided to any other third party.
The Councils Right to Process Information
General Data Protection Regulations Article 6 (1) (a) (b) and (e)
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
Chew Magna Parish Council has a duty to ensure 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. Copies of these policies can be requested.
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. (You many request the deletion of your data held by Chew Magna Parish Council at any time).
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 on you. You can do this by contacting our Data Information Officer: Clerk, details above.
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: Clerk, details above.
If you wish Chew Magna Parish Council to delete the information about you please contact: Clerk, details above, to request this.
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 the Clerk, Kirsty Headlong to object.
Rights Related to Automated Decision Making and Profiling
Chew Magna Parish Council does not use any form of automated decision making or the profiling of individual personal data.
Conclusion: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 or pass your data to third parties. 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. (You can request a copy of our policies at any time).
If you have a complaint regarding the way your personal data has been processed you may make a complaint to Chew Magna Parish Council Data Information Officer Clerk, details above and the Information Commissioners Office firstname.lastname@example.orgTel: 0303 123 1113.