Hayton & Mealo Parish Council
Hayton & Mealo Parish Council
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). Identification can be by the personal data alone or in conjunction with any other personal data. 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 local legislation relating to personal data and rights such as the Human Rights Act.
c/o Brandraw Mount, West Street, Aspatria, CA7 3HG
Who are the data controllers?
Other not for profit entities
What personal is collected?
Names, titles, and aliases, photographs;
Contact details such as telephone numbers, addresses, and email addresses;
Where you pay for activities such as use of a council hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;
Information about payments
The council will comply with data protection law. This says that the personal data we hold about you must be:
Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only if necessary for the purposes we have told you about.
Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.
We use your personal data for some or all of the following purposes:
To deliver public services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services;
To confirm your identity to provide some services;
To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter, WhatsApp);
To enable us to meet all legal and statutory obligations and powers including any delegated functions;
To maintain our own accounts and records;
To notify you of changes to our facilities, services, events and staff, councillors and role holders;
What is the legal basis for processing your personal data?
We may also process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the use of sports facilities, or the acceptance of an allotment garden tenancy.
Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.
Sharing your personal data
Our agents, suppliers and contractors.
Cumbria County Council and Allerdale Borough Council
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period. For example, it is current best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data to defend or pursue claims. In some cases, the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose if we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, 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
The right to correct and update the personal data we hold on you
The right to have your personal data erased
The right to object to processing of your personal data or to restrict it to certain purposes only
The right to data portability
The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
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-
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].
Changes to this policy
The Data Controller, Hayton & Mealo Parish Council, c/o Brandraw Mount, West Street, Aspatria, CA7 3HG