Privacy notice & policy for data protection

When you contact us or attend a Council event or consultation:

The personal information you provide (such as name, address, email address, phone number, and 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 unless you agree that this may be done to assist your enquiry. For example, The Council may ask to forward your enquiry to another authority responsible for the matter that you have raised.

The Council’s Right to Process Information under the General Data Protection Regulations is provided by at least one of the following:

  • It is necessary to enter into or perform a contract and/or
  • It is necessary to comply with a legal obligation of the Council and/or
  • It is necessary for the performance of a task carried out in the public interest and/or

The Council will ask for your consent to process your personal data if these rights do not apply.

Information Security

Seal 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 policies, which can be requested or viewed on the Council’s web site www.sealparishcouncil.org.uk.

We will keep your data only for the purpose for which it was collected and only for as long as is necessary, after which it will be deleted or disposed. Records and equipment are disposed in manner so that personal data cannot be retrieved from them.

Children

We will not process data for a child (under 13) without the express consent of the responsible parent(s) or guardian(s) of the child concerned.

Rights Related to Automated Decision Making and Profiling

Seal Parish Council does not use any form of automated decision making or profiling of individual personal data.

Web site

The Council will seek the consent to publish the personal data (including images) of persons included on the Council’s web site and its social media pages. There is no restricted area on the web site.

Our use of cookies

A cookie is a small text file composed of alphanumeric characters, which is created on your computer when your browser accesses a website that uses cookies. The files are used to help people navigate the website and fully use all its features, such as logins, preferences, language settings and themes, among other common features.

Most cookies are used solely to help your browser process a website and don’t snoop any data within your file system. Cookies can however be used for more intrusive purposes since they store information about a user’s browsing preferences and history, both on a specific site and browsing among several sites. Cookies can also be used to act as a form of spyware.

To find out more about cookies and how they work, visit the all about cookies website.

From the 26 May 2011, new EU Privacy and Electronic Communications Regulations came into effect stipulating how cookies should be used. We encourage you to accept the cookies our website uses as they help us to improve the user experience for you and many others.

Social media cookies

So you can easily ‘Like’ or share our content on social media we have included sharing buttons on our site.

We use cookies to help us do this, which are set by ShareThis.com.

The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.

Anonymous visitor cookies

We use cookies to compile visitor statistics such as how many people have visited our website, what type of technology you are using (e.g. Mac or Windows which helps to identify when our site isn’t working as it should for particular technologies), how long you spend on the site, what site you came from originally (e.g. Google search page) and what page you look at. We make assumptions on your age, gender, and interests based on this information. This helps us to continuously improve our website.

We use Google Analytics to help us do this.

Controlling the cookies we use to collect information about you

When you accept our use of cookies this helps us to provide a better service to you.

If you do not want to receive cookies from our website, select the ‘cookie settings’ under the ‘privacy settings’ in your browser options, and add our domain name to the list of websites you do not want to accept cookies from.

Under settings you can also delete individual cookies or any cookies that your browser has stored. You can find more information on how to delete and control cookies at AboutCookies.org.

If you set your browser to refuse cookies, please be aware that there may be functionality on various websites that do not work, including ours.

If you would like any further information about cookies and what we’re doing to comply with the 2011 legislation please email sealparishc@outlook.com.

Other websites

Our privacy policy does not cover the links within this site that link you to other websites. We encourage you to read the privacy statements available on the other websites you visit.

CCTV

The Council will maintain the correct signage near the CCTV cameras at the Recreation Ground car park and pavilion which state that images are recorded continuously images, and are overwritten every 10 days.

Training

Training is given to Council staff and Councillors on personal data security, the law, good practice and where to find advice.

Your Rights:

  • You have the right to request access to the information we have about you.
  • 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.
  • You can request that information about you is deleted.
  • If you believe that your data is not being processed for the purpose for which it was collected, you may object.
  • You can make a complaint regarding the way your personal data has been processed.

You have the right to be given information in a permanent form (hard copy) and can make a ‘Subject Access Request’ or “SAR”. The Council will identify a SAR and find all the relevant data within one month of receiving the request.

For any of the above please contact:

The Clerk, Seal Parish Council, Valley House, Carters Hill, Underriver, Sevenoaks, Kent, TN15 0RY
Email: sealparishc@outlook.com
Tel: 01732 833360

Complaints can also be sent to the Information Commissioner’s Office: see casework@ico.org.uk Tel: 0303 123 1113

Email Contact Privacy Notice

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.

Information Security

Seal 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 Seal Parish Council at any time).

Children

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: Mrs C Boland in writing to the address below.

Information Correction

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: Mrs C Boland in writing to the address below to request this.

Information Deletion

If you wish Seal Parish Council to delete the  information about you, please contact: Mrs C Boland in writing to the address below 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 Mrs C Boland to object.

Rights Related to Automated Decision Making and Profiling

Seal Parish Council does not use any form of  automated decision making or the profiling of individual personal data.

Complaints

If you have a complaint regarding the way your personal data has been processed you may make a complaint to Seal Parish Council Data Information Officer: Mrs C Boland in writing to the address below and the Information Commissioners Office casework@ico.org.uk Tel: 0303 123 1113.

Summary

In accordance with the law, Seal Parish Council only collect a limited amount of information about you that is necessary for correspondence, information and service provision. Seal Parish Council do not use profiling, we do not sell or pass your data to third parties. Seal Parish Council do not use your data for purposes other than those specified. Seal Parish Council make sure your data is stored securely. Seal Parish Council delete all information deemed to be no longer necessary. Seal Parish Council 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).

Legal bases for data processing

There are 6 lawful bases for processing personal data:

1- Consent

  • A controller must be able to demonstrate that consent  as given. Transparency is key: consents given in written declarations which also cover other matters must be clearly distinguishable, and must be intelligible, easily accessible and in clear and plain language.
  • Consent is defined as any freely given, specific, informed and unambiguous indication of the data subject’s wishes – either by a statement or by a clear affirmative action.

2- Legitimate interests

  • This involves a balancing test between the controller (or a third party’s) legitimate interests and the interests or fundamental rights of and freedoms of the data subject – in particular where the data subject is a child. The privacy policy of a controller must inform data subjects about the legitimate interests that are the basis for the balancing of interests.
  • Please note, councils and parish meetings are public authorities and under the GDPR public authorities cannot rely on legitimate interests as a legal basis for processing personal data.

3- Contractual necessity

  • Personal data may be processed if the processing is necessary to enter into or perform a contract with the data subject (or to take steps prior to entering into a contract).

4- Compliance with legal obligation

  • Personal data may be processed if the controller is legally required to perform such processing e.g. complying with the requirements of legislation.

5- Vital interests

  • Personal data may be processed to protect the ‘vital interests’ of the data subject e.g. in a life or death situation it is permissible to use a person’s medical or emergency contact information without their consent.

6- Public interest

  • Personal data may be processed if the processing is necessary for the performance of tasks carried out by a public authority or private organisation acting in the public interest
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