Privacy Policy

Welcome to Trysull & Seisdon Privacy Policy

Trysull and Seisdon Parish council respects your privacy and is committed to protecting your personal data.

This privacy policy will run though how we look after your personal data when you visit our website (no matter where from). This also includes your privacy rights and how the law protects you.

Below we have broken our privacy policy into sections for you to review:

This website may links to third party applications, plugins and websites. Interacting with these links or enabling those connections may allow third parties to collect and share data about you.

We do not have any control on these third party applications, plugins or websites, nor are we responsible for their privacy statements.

We advise reviewing the privacy policy for all websites you visit.

Information which can be used to identify an individual can be classed as personal data or personal information. Data which cannot be used to identify and individual is classed as anonymous data.

To deliver some of our services we may collect, store, use or transfer different kinds of personal data about you. This may include special category data of a sensitive nature.

No additional information will be collected other than required to deliver that service.

This personal information we collect about you may include:

Identifying information, for example: Address, Email Address, contact numbers, Full name, ect.
Identifying Numbers, for example: National Insurance Number ect.
Family details, for example: date of birth, address of family , house hold needs ect.
Finacial details for example: Bank details, ect.
Technical data for example: internet protocol (IP) address, browser type, ect.

The special categories of data which are sensitive personal information which we may need to hold include:

Physical or mental health details
Racial or ethnic origin
Trade union membership
Social care needs
Religious or other beliefs of a similar nature
Political affiliation/opinions
Offences (including alleged offences)/criminal proceedings and outcomes.
Sex life or sexual orientation

We may use the following information for statistical reasons about the population of the district and use of the parishes services:

Ethnic background
First language
Sexual orientation
Gender
Age

This will help with compliance of legal obligations and planning of future services.

Note: this analysis will not identify individuals or effect your entitlement to parish services or facilities.

Trysull and Seisdon Parish Council collects, holds and uses personal information regarding its service users and residents, this allows us to provide public services.

It is important you read this privacy policy on this page along with any other privacy policy or fair processing policy provided by ourselves on specific occasions when we collect or process personal data. Please note this privacy policy supplements other service specific notices and privacy policies and is not intended to override them.

Your privacy is important to us and are committed to handling your personal data securely in line with UK Data Protection laws.

For information on our data controller and registration number for Trysull and Seisdon Parish Council, please contact out parish Clerk by email on: seisdonandtrysullparishcouncil@gmail.com

This privacy policy claims to provide information on how Trysull and Seisdon Parish Council process and collects personal information through this website when you sign up for email updates or our online forms.

Complaints can be made to the Information Commissioner's Office (ICO) at www.ico.org.uk (UK regulator for data protection issues). However, please contact us first to provide us with a chance to deal with your concerns before approaching the ICO.

Appropriate security measures have been put in place to prevent your personal data from being altered, accidentally lost, disclosed, used or accessed in an unauthorized way.

Access to your personal data is limited to employees, agents, contractors and other third parties who have a business need to know. Those who have access to your personal data will only process your personal data following our instructions, subject to a duty of confidentiality.

We have in place procedures to deal with any suspected breach of personal data and will notify you and any applicable regulator of a breach where we are legally required to.

We use multiple methods to collect data about and from you through the following means:

Direct Interaction

This may be through forms on paper you send to us. You may write a letter to us on paper or contact us face to face. We may keep a record of your contact to help improve or diver services we provide to you and others. Any personal information will be kept securely.

Telephone Calls

When recording or monitoring any telephone calls you make to us we will normally we will inform you. This is for training, quality purposes, to increase your security and help keep a record of your phone call.

Emails

If you email us, we may keep a record of your email address and contact details for record keeping. Unless agreed by yourself, we will not include an confidential information (unless sent securely) via email to yourself. Please keep confidential information you send to use to a minimum via email.

Online

You may complete, online payments to us, make a request or complete an online form.

On systems

Any information you provide on a computer system may logged by ourselves to help keep track of cation or requests we need to complete. Info provided by yourself may be added to systems required to by law.

Automated technologies or interactions

Interacting with our website will automatically collect information on items such as:

browsing actions and patterns
your equipment used

We also use cookies, server logs and other similar technologies to collect personal data. Please see our Cookie policy for further details.

Other sources

We may receive information about you from other agencies or organizations, for example:

regulatory authorities and ombudsman
Goods and service providers
licensing authorities
Local and central government and other public bodies (for example: department for Work and Pensions - DWP, MH Venues and Customs - HMRC, ect.
Licensing authorities
Partners that are part of regional or national improvement projects.
Police
Courts & Prisons
HomesPlus & Tenancy Management Organizations

We will receive information due to a service being delivered jointly between another organization and the parish council or for legal reasons. We may also receive information if requested to be shared with us from the council. Information can be provided in any format described at the beginning of this section.

Data from other sources will be matched to what we hold at the parish council, to ensure we have the correct information about you.

Personal data will only be used when the law allows us to and for stated purposes when the information was collected from you. It will not be reused for different purposes or sold onto others.

Personal data is used by ourselves when:

we need to provide a service for you.
it is necessary for our legitimate interests (including third party), your interests and fundamental rights do not override those interests.
compliance with a legal obligation.
placed on an appropriate system to provide or administer a service to yourself (may be cross referenced between systems to keep information accurate and up to date in accordance with the Data Protection best practice).
required to do so by member of the parish council on a need to know basis (not all parish council member will have access to this personal data and is strictly controlled and access granted by parish clerk or chairman). The parish council uses systems which can be audited to see who has used our records.
Personal data may be processed for more than one lawful ground depending on the purpose we are using the data for.
the parish council must do by law/under our statutory obligations. The following are a few examples of the many pieces of law that the council works under, but there are more: Local Government Act, Health and Social Care Act 2012, Safeguarding vulnerable people, The Care Act 2014, Licencing Act 2003, Housing and Planning Act 2016, The Privacy and Electronic Communications (EC Directive) Regulations 2003, Criminal Finance Act 2017, Income Tax (Earnings & Pensions) Act 2003 as amended by Finance Act 2020, The Finance Bill 2021.

These types of laws ask the parish council to:

Submit data as required to central government, e.g. HM Revenues and Customs (HMRC), Health and Safety Executive (HSE).
Ensure we meet our legal obligations - including those related to diversity and equality.
Support Crime prevention and local fraud initiatives, including the collection of unique tax reference numbers to determine the employment status of contractors and the use of CCTV
By law, to protect the public funds we administer; we may share information provided to us with other bodies responsible for auditing, or administering public funds, or undertaking a public function.
Undertake Data Matching, where personal details held by one organisation are checked against those held by another organisation. This allows potentially fraudulent claims, transaction, application, taxes and payments to be identified.
Safeguarding vulnerable children and adults.
To use data where relevant UK Data Protection laws allows us to so. (General Data Protection Regulation 2016/679, Data Protection Act 2018).
Perform corporate administration, and all activities we are required to carry out as a data controller and public authority.

Some of the reasons will be to provide a range of services to local people and businesses which include:

updating your customer record
maintaining our own accounts and records
supporting and managing our employees
carrying out health and public awareness campaigns
managing our property
administering the assessment and collection of taxes and other revenue including benefits and grants
licensing and regulatory activities
providing commercial services, such as, administration and enforcement of parking regulations and restrictions
providing non-commercial activities, such as, refuse collections from residential properties,
internal financial support and corporate functions
managing archived records for historical and research reasons
promoting public health for the district
informing you of other relevant services and benefits

Some of the reasons will be due to you signed up to receive a service from the parish council offers, or given your consent for us to use your details to:

understand your needs, and provide the services that you request
provide leisure and cultural services
promote the services we provide
carrying out surveys to get your opinions on our services
undertake research
market local tourism

We may not be able to provide you with a product or service unless we have enough information, or your permission to use your information. We aim to keep your information accurate and up to date.

Personal data will only be held for as long as reasonably necessary to fulfil the intended purposes it was collected for. This period may be extended to satisfy and legal, regulatory, tax, accounting or reporting requirements. This period may be longer in the event of a complaint or prospect of litigation.

when determining the retention period of personal data consideration is taken into:

amount
nature
sensitivity
purpose of processing
applicable legal, regulatory, tax, accounting or other requirements
can we achieve those purposes through alternate means

Where applicable you can request us to delete your data - refer to "Legal Rights" tab on this section.

Please note, in certain circumstances we could refuse to comply with your requests.

Some personal data we collect will be anonymized so that it can no longer be associated to you. This is for research or statistical purposes and may indefinitely be used without further notice to you.

Under certain circumstances, in relation to your personal data and sensitive information you have rights under the data protection laws.

You can review the information commissioner's office guidance of your rights here.

You have the right to be informed of how Trysull & Seisdon parish council website processes your data - this is covered on this Privacy Policy page.

Services signed up to on this website which requires only your consent (for example: not covered by your statutory duty) you have the right to withdraw.

Your rights in reference to profiling and automated decision making are clearly explained by the Information Commissioners Office here.

You have the right of access to your data. To request access to your data please contact us using the following email address: seisdonandtrysullparishcouncil@gmail.com

We will not charge for accessing your personal information (or to access any of the other rights). However, if unfounded, repetitive requests or excessive requests are made there may be a charge or where we deem necessary possible refusal to comply with these requests in these circumstances.

To ensure right of access to your personal data we may need to request specific information from you to confirm identity. This may also be required for exercising of other rights as well. Please note this is a security measure to ensure no personal data is disclosed to any person who does not have the right to receive it.

In addition to the above, we may contact you to ask for further information in reference to your request.