Privacy

Legal Notice & Data Privacy

Introduction

This Privacy Policy outlines Crockenhill Parish Council's practices with respect to information collected from users who access our website at www.crockenhillpc.org.uk or otherwise share personal information with us.

Name of company

Crockenhill Parish Council

Registered office

Stones Cross Road

Crockenhill

Swanley BR8 8LT

Contact details

Tel: 01322 614674

E-mail: clerk@crockenhillpc.org.uk

VAT no.

not registered for VAT

Regulatory authority

Sevenoaks District Council

Data Privacy Notice

Crockenhill Parish Council and the General Data Protection Regulation (GDPR) and The UK Data Protection Act 2018

1. Your personal data – what is it?

Personal data is information and documentation relating to a living individual who can be identified from that data. Identification can be by the information alone, or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”) and The UK Data Protection Act 2018.

For the most part, the data held by Crockenhill Parish Council is restricted to public information, such as names and addresses of adult residents within the parish, or the names and addresses of business or property owners within the parish. This level of information is not confidential, as it is mostly publicly available from the Electoral Roll, Companies House, Planning Applications, or from the Land Registry.

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 not be shared or provided to any other party without your permission.

2. How do we process your personal data?

Crockenhill Parish Council complies with its obligations as the data controller under the “GDPR” regulations by protecting personal data from loss, misuse, unauthorised access and disclosure; by ensuring that appropriate technical measures are in place to protect personal data; by keeping personal data up to date; by not collecting or retaining excessive amounts of data; and by securely deleting or destroying it when it is no longer needed.

We use your personal data for the following purposes: –

• To fulfil our statutory duties and powers as a local authority;

• To maintain our accounts and records;

• To respond to enquiries from parishioners;

• To communicate with parishioners and volunteers;

• To inform you of news, events, and activities affecting the parish.

3. What is the lawful basis for processing your personal data?

The lawful basis for holding this information is to enable the Parish Council to carry out its public task as part of its local government statutory duties and powers.

Where parishioners contact the Parish Council, by telephone, email, or other means of correspondence, we may also hold their telephone numbers and/or email addresses for an appropriate length of time in order to deal with their enquiry. This information has been freely provided by the parishioner and is used purely for communication purposes.

4. How do we secure your personal data?

All electronic information, correspondence and databases held by Crockenhill Parish Council shall be securely password-protected and protected by reputable anti-virus and anti-spyware software. Hard copies shall be securely filed and protected from unauthorised access. Personal data included within correspondence from parishioners to Crockenhill Parish Council shall remain confidential always and shall not be divulged or shared with other parties without the express permission of the parishioner. Appropriate technical measures and appropriate policies are in place to ensure your data is secured.

5. How long do we keep your personal data?

We retain and dispose of your personal data in accordance with our Document Retention policy.

Specifically, we retain electoral roll data while it is still current; financial records for up to 6 years after the calendar year to which they relate; and parish council minutes permanently.

Correspondence shall be retained only if is absolutely necessary and shall in any event be deleted or destroyed by shredding after a period not exceeding two years following the resolution of the complaint or enquiry, unless it is considered likely that the matter may be referred to again.

6. Your rights and your personal data

Unless subject to an exemption under The General Data Protection Regulations or The UK GDPR Act 2018, you have the following rights with respect to your personal data: –

The right to be informed and the right to access

You have the right to be informed about what information is held on you and the right to request access to the information we have on you. You can do this by contacting the Data Information Officer: Clerk@crockenhillpc.org.uk/01322 614674

The right to rectification

If you believe that the information that the Parish Council have about you is incorrect or out-of-date, you may contact us so that it can be corrected: Clerk@crockenhillpc.org.uk/01322 614674

The right to erasure

If you wish Crockenhill Parish Council to delete your personal data, such as correspondence, telephone numbers, and email addresses, where it is no longer necessary for the Parish Council to retain such data; (this does not apply to public information, or information necessary to enable the Parish Council to fulfil its duty and public tasks as a local government organisation) please contact the Data Information Officer: Clerk@crockenhillpc.org.uk/01322 614674

The right to restrict processing

Where there is a dispute in relation to the accuracy or processing of your personal data, you have the right to request a restriction is placed on further processing

The right to object

If you believe that your data is not being processed for the purpose it has been collected for, you may object: Data Information Officer: Clerk@crockenhillpc.org.uk/01322 614674

Rights Related to Automated Decision Making and Profiling

Crockenhill 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 details to third parties. We do not sue 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 continually review our policies to keep up-to-date in protecting your data.

Complaints

If you have a complaint regarding the way your personal data has been processed you may make a complaint to Crockenhill Parish Council: Data Information Officer: Clerk@crockenhillpc.org.uk/01322 614674 and/or the Information Commissioners Office: casework@ico.org,uk/0303 123 1113.

7. Cookies

We and our trusted partners use cookies and other technologies in our related services, including when you visit our Site or access our services.

A "cookie" is a small piece of information that a website assigns to your device while you are viewing a website. Cookies are very helpful and can be used for various different purposes. These purposes include allowing you to navigate between pages efficiently, enabling automatic activation of certain features, remembering your preferences and making the interaction between you and our Services quicker and easier. Cookies are also used to help make sure that the advertisements you see are relevant to you and your interests and to compile statistical data on your use of our Services.

The Site uses the following types of cookies:

a. 'session cookies' , which are stored only temporarily during a browsing session in order to allow normal use of the system and are deleted from your device when the browser is closed;

b. 'persistent cookies', which are read only by the Site, saved on your computer for a fixed period and are not deleted when the browser is closed. Such cookies are used where we need to know who you are for repeat visits, for example to allow us to store your preferences for the next sign-in;

c. 'third-party cookies' , which are set by other online services who run content on the page you are viewing, for example by third-party analytics companies who monitor and analyse our web access.

Cookies do not contain any information that personally identifies you, but Personal Information that we store about you may be linked, by us, to the information stored in and obtained from cookies. You may remove the cookies by following the instructions of your device preferences; however, if you choose to disable cookies, some features of our Site may not operate properly and your online experience may be limited.

We use a tool which is based on the Snowplow Analytics technology to collect information about your use of the Site. The tool collects information such as how often users access the Site, which pages they visit when they do so, etc. The tool does not collect any Personal Information and is only used by our Site hosting and operating service provider to improve the Site and services.

8. Use of script libraries (Google Web Fonts)

In order to present our contents correctly and make them graphically appealing across all browsers, we use script libraries and font libraries such as Google Web Fonts (https://www.google.com/webfonts) on this website. Google Web Fonts are transferred to your browser's cache to avoid multiple loading. If your browser does not support Google Web Fonts or does not allow access, content will be displayed in a default font.

•Calling script libraries or font libraries automatically triggers a connection to the library operator. In theory, it is possible – but currently also unclear whether and, if so, for what purposes – that operators of corresponding libraries collect data.

•The privacy policy of the library operator Google can be found here: https://www.google.com/policies/privacy.

9. Third-party collection of information

Our policy only addresses the use and disclosure of information we collect from you. To the extent you disclose your information to other parties or sites throughout the internet, different rules may apply to their use or disclosure of the information you disclose to them. Accordingly, we encourage you to read the terms and conditions and privacy policy of each third party that you choose to disclose information to.

This Privacy Policy does not apply to the practices of companies that we do not own or control, nor to individuals whom we do not employ or manage, including any of the third parties which we may disclose information to as set out in this Privacy Policy.

10. Contact Details

To exercise all relevant rights, queries or complaints, please in the first instance contact:

The Clerk:

Mrs K Lane

Parish Council Office,

Village Hall

Stones Cross Road

Crockenhill

Swanley

Kent

BR8 8LT

Email: clerk@crockenhillpc.org.uk

Tel: 01322 614674

You can contact the Information Commissioners Office on 0303 123 1113 or via email to https://ico.org.uk/global/contact-us/email/ or by writing to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

11. Updates or amendments to this Privacy Policy

We reserve the right to periodically amend or revise the Privacy Policy; material changes will be effective immediately upon the display of the revised Privacy policy. The last revision will be reflected in the "Last modified" section. Your continued use of the Platform, following the notification of such amendments on our website, constitutes your acknowledgment and consent of such amendments to the Privacy Policy and your agreement to be bound by the terms of such amendments.