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). 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 legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice is provided to you by the Hebden Parish Council which is the data controller for your data.
Other data controllers the council works with:
- Local authorities
- Community groups
- Other not for profit entities
We may need to share your personal data we hold with the above so that they can carry out their responsibilities to the council. Craven District Council shares your personal data in the Register of Electors with the Clerk to check who may vote but it is not available to the public.
A description of what personal data the council processes and for what purposes is set out in this Privacy Notice.
The council will process some or all of the following personal data where necessary to perform its tasks:
The Council may hold special categories of personal data where it needs to carry out legal obligations regarding the protection of land owned and leased by HPC.
The Council will comply with GDPR which states that the personal data held about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes- such as checking the right to vote or stand as a Councillor.
- Accurate and kept up to date as with the monthly list from CDC of any changes in the Register of Electors.
- This is kept securely and measures are in place to protect your personal data from misuse, unauthorised access and disclosure and is destroyed when no longer relevant.
- Your personal data may be used to deliver public services or improve village facilities but only when you have agreed.
How we use personal data
The Council uses the village notice board and the website to promote the interests of the Council and give dates of Parish Meetings. The Council uses the Village Facebook and co-ordinator to notify the residents of events and information that may be of interest.
- The Council keeps records of is tenants and the financial transactions to do with the Land Letting.
- The Council keeps records of all the wayleaves of the land owned by the Parish.
- The Council keeps records of all the grants and donations received.
- The Council keeps relevant financial transactions of invoices and receipts as required by law and these are annually checked by an internal auditor with an external auditor agreeing to this process.
What is the legal basis for processing your personal data?
The council is a public authority and has certain powers and obligations. 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.
Sharing your personal data
- Hebden Parish Council has never found it necessary to do this.
- The Council does not hold or share or process any personal information. It does publish information about your elected councillors as legally required to do so.
- The Council does not hold any sensitive personal data.
How long do we keep your personal data?
- A copy of the Electoral Register is kept for as long as needed.
- Financial records are kept and archived to support HMRC audits.
- In general we will endeavour to keep data only for as long as we need it.
Your rights and your personal data
As laid out above HPC holds very little personal data on the residents of Hebden.
Emails sent out are only in response to one sent to the Council and are kept in a file protected by a password. The Council does not send out unsolicited emails.
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.
- The right to access personal data we hold on you
- At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
- There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.
- The right to correct and update the personal data we hold on you
- If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
- The right to have your personal data erased
- If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
- When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).
- The right to object to processing of your personal data or to restrict it to certain purposes only
- You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
- The right to data portability
- You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
- The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
- You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
- 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.
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.
If we wish to use your personal data for a new purpose, not covered by this Privacy 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.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any updates on www.hebdenparishcouncil.gov.uk
This Notice was last updated in April 2022.
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller: Hebden Parish Council Clerk Email: firstname.lastname@example.org