Privacy Notice
Old Bolingbroke with Hareby Privacy Notice
1. Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from
that data (for example a name, photographs, videos, email address, or address). Identification can
be by the personal data alone or in conjunction with any other personal data. 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 local legislation
relating to personal data and rights such as the Human Rights Act.
2. Council information
This Privacy Policy is provided to you by Old Bolingbroke with Hareby Parish Council which is the data controller for your data.
Is personal data collected from a website? If so what is the website address of the site that the user's personal data is collected from?
The Clerk, 4 Church Lane, Hundleby, Lincolnshire. PE23 5NA
Website: www. https://old-bolingbroke.parish.lincolnshire.gov.uk/
3. The Data Controller:
Old Bolingbroke with Hareby Parish Council
4. Personal Data collected?
Names, titles, and aliases, photographs;
Contact details such as telephone numbers, addresses, and email addresses;
Where they are relevant to the services provided by a council, or where you provide them to
us, we may process demographic information such as gender, age, marital status,
nationality, education/work histories, academic/professional qualifications, hobbies, family
composition, and dependants;
Where you pay for activities such as use of a council facility, financial identifiers such as
bank account numbers, payment card numbers, payment/transaction identifiers, policy
numbers, and claim numbers;
The data we process may include sensitive personal data or other special categories of data
such as racial or ethnic origin, mental and physical health, details of injuries,
medication/treatment received, political beliefs, trade union affiliation, genetic data, biometric
data, data concerning and sex life or sexual orientation.
Website data – links to other organisations and websites
Information is collected automatically from use of the website:
- Interaction with email messages
Information from cookies or similar technologies is not collected
Nature of any outbound communications with website users
- Telephone (voice)
- Post
5. The council will comply with data protection law. This says that the personal data we hold about you must be:
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.
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.
6. We use your personal data for some or all of the following purposes:
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 or telephone;
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 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 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 council;
To allow the statistical analysis of data so we can plan the provision of services.
Our processing may also include the use of CCTV systems for the prevention and prosecution of
crime.
7. What is the legal basis for processing your personal data?
The council is a public authority and has certain powers and duties. Most of your personal data
is processed for compliance with a legal obligation which includes the discharge of the
council’s statutory functions and powers. Sometime when exercising these powers or duties it
is necessary to process personal data of residents or people using the council’s services. We
will always take into account your interests and rights. This Privacy Policy sets out your rights
and the council’s obligations to you in detail.
We may also process personal data if it is necessary for the performance of a contract with
you, or to take steps to enter into a contract. An example of this would be processing your
data in connection with the use of council facilities, or the acceptance of an allotment garden
tenancy.
Sometimes the use of your personal data requires your consent. We will first obtain your
consent to that use.
8. Sharing your personal data
The council will implement appropriate security measures to protect your personal data. This
section of the Privacy Policy provides information about the third parties with whom the council
will share your personal data. These third parties also 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):
Our agents, suppliers and contractors. For example, we may ask a commercial provider to
publish or distribute newsletters on our behalf, or to maintain our database software;
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.
9. How long do we keep your personal data?
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 current best practice to keep financial records for a minimum period of 8 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 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.
10. Your rights and your personal data
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.
(i) The right to access personal data we hold on you
(ii) The right to correct and update the personal data we hold on you
(iii) The right to have your personal data erased
(iv) The right to object to processing of your personal data or to restrict it to
certain purposes only
(v) The right to data portability
(vi) The right to withdraw your consent to the processing at any time for any
processing of data to which consent was obtained
(vii) The right to lodge a complaint with the Information Commissioner’s Office.
You can contact the Information Commissioners Office on 0303 123 1113 or via email
https://ico.org.uk/global/contact-us/email
or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
11. Transfer of Data Abroad
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 (for example in a newsletter) may be accessed from overseas.
12. Further processing
If we wish to use your personal data for a new purpose, not covered by this Privacy Policy,
then we will provide you with a Privacy 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.
13. Changes to this policy
We keep this Privacy Policy under regular review and we will place any updates on
www. https://old-bolingbroke.parish.lincolnshire.gov.uk/
14. Contact Details
Please contact us if you have any questions about this Privacy Policy or the personal data
we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, Old Bolingbroke with Hareby Parish Council, 4 Church Lane, Hundleby, Lincolnshire. PE23 5NA
Email: oldbolingbrokewithhareby.pc@gmail.com
Reviewed and Adopted at the Annual Meeting of the Parish Council held in November 2020.
Review Date: This Policy will be reviewed every three years or sooner if legislation or events dictates.
Reviewed 22/11/21
Next review due 11/24