Introduction
Lydiard Millicent Parish Council is registered with the Information Commissioner’s Office (ICO) as a Data Controller (registration no. Z7767724) as we collect and process personal data about individuals.
The personal data individuals provide (such as name, address, email address, phone number, organisation) will be processed and stored to enable us to contact them and respond to correspondence, provide information and/or access our facilities and services. Information may be collected on a paper or online form, by telephone, email, CCTV, by a member of our staff or a councillor.
The Council’s right to process information
General Data Protection Regulation 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
Why do we collect information about individuals?
We need to collect and hold information about individuals, in order to:
- deliver public services
- contact individuals by post, email or telephone
- maintain and update records of individuals that hire our facilities
- help us to build up a picture of how we are performing at delivering services and what services residents need
- process financial transactions
- prevent and detect fraud and corruption in the use of public funds
- obtain opinions about our services
- allow us to undertake statutory functions efficiently and effectively
- make sure we meet our statutory obligations including those related to diversity and
equalities.
We may not be able to provide a product or service unless we have enough information about an individual, or their permission to use that information.
How we use your information
We will use the information provided in a manner that conforms to the Data Protection Act 2018 and the UK General Data Protection Regulations (UK GDPR). We will endeavour to keep this information accurate and up to date and not keep it for longer than is necessary. In some instances, the law sets the length of time information has to be kept.
We will process your information for the following purposes:
- for the service requested by an individual
- to allow us to be able to communicate and provide services and benefits appropriate to an individual’s needs
- to ensure that we meet our legal obligations
- where necessary, for the law enforcement functions
- to prevent and detect fraud or crime
- to process financial transactions including grants, payments and benefits involving the Council, or where we are acting on behalf of other government bodies, e.g. HMRC, Department for Work and Pensions
- to collect monies owed to us
- where necessary, to protect individuals from harm or injury
We will not pass any personal data on to third parties, other than those who either process information on our behalf or because of a legal requirement, and we will only do so, where possible, after we have ensured that sufficient steps have been taken to protect the personal data by the recipient.
Emails
If an individual emails us, we may keep a record of the contact and the email address for our record keeping of the transaction. For security reasons, we will not include any special category data in any email we send, unless the individual consents to this. We suggest that the amount of personal data sent to us via email is kept to a minimum.
Using our website
The Lydiard Millicent Parish Council website (https://www.lydiardmillicent-pc.gov.uk) does not store or capture personal information, but logs a number called an IP address which is automatically recognised by the system.
CCTV / surveillance
Our CCTV system at the Jubilee Club House is for the purposes of public and staff safety and crime prevention and detection.
Signs are displayed notifying individuals that CCTV is in operation and providing details of who to contact for further information about the scheme. Images captured by CCTV will not be kept for longer than necessary however, on occasions, there may be a need to keep images for longer, for example where a crime is being investigated. Individuals have the right to see recordings of themselves in accordance with the Data Protection Act 2018. We will only disclose images to other authorised bodies who intend to use it for the purposes stated above. Images will not be released anywhere for public viewing.
Children
We will not process any data relating to a child (under 13) without the express parental/ guardian consent of the child concerned with the exception of CCTV images captured of children using the Jubilee Club House / Recreation Field.
Information security
Lydiard Millicent Parish Council has a duty to ensure the security of personal data. We make sure that personal data 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 personal data for the purpose it was collected for and only for as long as is necessary, after which it will be deleted. Individuals may request the deletion of their data held by the Council at any time.
Access to information
Individuals have the right to request access to the personal data we have on them, and can do so by contacting our Data Protection Officer:
- Email: clerk@lydiardmillicent-pc.gov.uk
- Phone: 07999 641919
- Correspondence: Parish Clerk, Jubilee Club House, Meadow Springs, Lydiard Millicent, Swindon, SN5 3NH
Information correction
If an individual believes that the personal data we have about them is incorrect, they may contact us so that we can update it and keep the data accurate. The Data Protection Officer can be contacted to request this.
Information deletion
If an individual wishes the Council to delete their personal data they can contact the Data Protection Officer to request this.
Right to object
If an individual believes that personal data is not being processed for the purpose it has been collected for, they may object by contacting the Data Protection Officer.
Rights related to automated decision-making and profiling
Lydiard Millicent 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 personal data that is necessary for correspondence, information, and service provision. We do not use profiling; we do not sell personal data to third parties. We do not use personal data for purposes other than those specified. We make sure personal data is stored securely. We delete all information deemed to be no longer necessary. We periodically review our data policies to keep them up to date in protecting your data. Copies of these policies can be found on our website.
Complaints
If you have a complaint regarding the way your personal data has been processed, you may make a complaint to the Council’s Data Protection Officer and the Information Commissioners Office.