Data Privacy Notice

Kelshall Parish and the General Data Protection Regulations

Kelshall Parish recognises its responsibility to comply with the Data Protection Act 1998 and the General Data Protection Regulation. The act and regulation regulate the use of personal data. As a local parish, Kelshall Parish has put in place a number of procedures in place to ensure that it complies with The Data Protection Act 1998 and the General Data Protection Regulation 2018 when holding personal information.

What is defined as Personal Data?

Personal data relates to a living individual who can be identified from that data. Personal data does not have to be sensitive data, it can be as little as a name or address.. 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”)

Who is our Data Protection Officer(DPO)?

The Parish meeting has appointed the Deputy Chair as the designated Data Protection Officer. The Deputy Chair will receive training for this role, as required.

What are our obligations under GDPR?

Kelshall Parish meeting and its officials will comply with its obligations under the “GDPR” by ensuring that for any Personal Data

    • IT IS PROCESSED FAIRLY AND LAWFULLY This means that information should only be collected from individuals if officials have been open and honest about why they want the information and that explicit consent has been received.
    • IT IS PROCESSED FOR SPECIFIED PURPOSES ONLY - We will only use your personal data for the following purposes: -
    • To enable us to provide an official service for the benefit of the Kelshall parish residents
    • To accurately manage and record official Parish business
    • To maintain our own accounts and records (including the processing of donations )
    • To inform you of news, events, activities and services running within Kelshall Parish;
    • IT IS RELEVANT TO WHAT IT IS NEEDED FOR Data will be monitored so that too much or too little is not kept; only data that is needed will be held.
    • IT IS ACCURATE AND KEPT UP TO DATE Personal data should be accurate, if it is not it will be corrected. Please use the Contact Us form on the website to inform of any data errors.
    • IT IS NOT KEPT LONGER THAN IT IS NEEDED Any personal data held will be reviewed annually to ensure it is still relevant and appropriate to continue holding.
    • IT IS PROCESSED IN ACCORDANCE WITH THE RIGHTS OF INDIVIDUALS This means that individuals must be informed, upon request, of all the information held about them.
    • IT IS KEPT SECURELY Your personal data will be treated as strictly confidential and will only be shared with other officials of the parish in order to carry out a service to parish residents or or for purposes connected with the parish. We will ensure that personal data is stored securely so it cannot be accessed by members of the public, and appropriate technical measures are in place to protect personal data. We will only share your data with third parties outside of the parish with your consent.

How we will collect Personal Data?

Kelshall Parish meeting recognises its responsibility to be open with people when taking personal details from them. This means that officials must be honest about why they want a particular piece of information. If, for example, a member of the public gives their phone number to a Parish meeting official this will only be used for the purpose it has been given and will not be disclosed to anyone else.

Data may be also be collected via the Parish Council’s website – the ‘Contact Us’ form . The webpage for the form contains policy statements about how the data will be stored and used.

How we will protect your Personal Data?

Kelshall Parish officials take the protection of your Personal Data very seriously.

All Personal Data is kept in a password protected location in the Cloud on a secure Google Account associated to the website or alternatively at the Parish Clerk’s place of residence. Personal data is not available for the public to access. All data stored on a computer is password protected. Once data is not needed anymore, if it is out of date or has served its use, it will be shredded or deleted from the Google Account and any computer.

What if you want to see what personal data is held about you.?

The Parish Meeting officials are aware that people have the right to access any information that is held about them. If a person requests to see any data that is being held about them,

    • They must be sent all of the information that is being held about them
    • There must be explanation for why it has been stored
    • It must be sent within one month

If you would like to see your personal data then please 《add later》

What is the legal basis for holding your personal data?

    • Explicit consent of the data subject so that we can keep you informed about news, events, activities and services and process your gift aid donations and keep you informed about diocesan events.
    • Processing is necessary for carrying out obligations under our accountabilities of the local government act 《to confirm》

What are your rights regarding your personal data ?

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -

    • The right to request a copy of your personal data which the Kelshall Parish meeting holds about you;
    • The right to request that the Kelshall Parish meeting corrects any personal data if it is found to be inaccurate or out of date;
    • The right to request your personal data is erased where it is no longer necessary for the Kelshall Parish meeting to retain such data;
    • The right to withdraw your consent to the processing at any time
    • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
    • The right to object to the processing of personal data,
    • The right to lodge a complaint with the Data Protection Officer.

What if we need to use your personal data for Further processing?

If we wish to use your personal data for a new purpose, not covered by this Data Protection 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.

Who can you contact for more information?

To exercise all relevant rights, queries of complaints please in the first instance contact the Data Protection Officer at KelshallDepChair@kelshallParish.org.uk

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THE DATA PROTECTION ACT: The Data Protection Act 1998 sets out high standards for the handling of personal information and protecting individuals’ rights for privacy. It also regulates how information can be collected, handled and used. The Data Protection Act applies to anyone holding information about people electronically or on paper.

THE GENERAL DATA PROTECTION REGULATION: The General Data Protection Regulation 2018 says that the information provided to people about how we process their personal data must be concise, transparent, intelligible and easily accessible, written in clear and plain language, particularly if addressed to a child and free of charge.