Clowne Parish Council - Privacy Notice

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, CCTV footage, email address, or
property address).
The processing of personal data is governed by the General Data Protection Regulation 2018
(the “GDPR) and other legislation relating to personal data and rights such as the Human
Rights Act.

Who are we?

This Privacy Notice has been issued by Clowne Parish Council (hereafter referred to as ‘the
Council’) which is the ‘’data controller’’ for any data held by the Council in the supply and
delivery of its statutory and discretionary functions, duties and services.

Other data controllers the Council works with are:

  • Other Local Authorities such as Bolsover District Council and Derbyshire County
    Council Derbyshire Constabulary
  • HM Government departments and agencies e.g. HMRC
  • Business partners involved in the supply of Goods and Services to the Council
  • Community Groups, Charities and other not for profit entities
  • Banks and other financial institutions

Occasionally the Council may need to share your personal data it holds with other data
controllers so that they can carry efficiently and effectively carry out their duties and

If the Council and the other data controllers listed above are processing your data jointly for
the same purposes, then the Council may be a “joint data controller” which means we are all
collectively responsible to you for your data. However where each of the data controllers is
processing your data for their own independent purposes then each data controller will be
separately responsible to you.

If you have any questions, wish to exercise any of your rights or raise a complaint then you
should do so directly to the relevant data controller.

A description of what personal data the Council processes and its purpose is set out in this
Privacy Notice.

The Council will process some or all of the following personal data as required to perform its
statutory and discretionary functions, duties and services:

  • Names, titles and aliases;
  • Contact details such as telephone numbers, property addresses and email addresses;
  • Where they are relevant to the services provided by the Council, or where you provide
    them to us, the Council may process information such as gender, age, marital status,
    nationality, education/work history, academic/professional qualifications, hobbies, family
    composition, and dependants;
  • Footage/ images captured from CCTV and photographs;
  • Where you pay for activities and services provided by the Council, financial information such
    as bank account numbers, payment card numbers, payment/transaction identifiers, policy
    numbers and claim numbers may be captured;
  • The personal data we process may occasionally include sensitive or other special categories
    of personal data such as criminal convictions, racial or ethnic origin, mental and physical
    health, details of injuries, medication/treatment received, political beliefs, trade union
    affiliation, genetic data, biometric data, data concerning and sexual life or orientation.

How we use sensitive personal data

The Council may, as appropriate, process sensitive personal data including:

  • Information about an employees’ health or condition in order to monitor an individual’s
    fitness for work;
  • Racial, ethnic origin, religious or similar information in order to monitor compliance with
    equal opportunities legislation;
  • Information needed in order to comply with the Council’s legal requirements and
    obligations to third parties;

These types of data are described in the GDPR as “Special categories of data” and require
higher levels of protection. As such the Council needs to have further justification for
collecting, storing and using this type of personal data.

We may process ‘’special categories of personal data’ in the following circumstances:

  • In limited circumstances, with the individual’s explicit written consent;
  • Where the Council needs to carry out its legal obligations;
  • Where it is needed in the public interest;

Less commonly, the Council may process this type of personal data where it is needed in
relation to legal claims or where it is needed to protect your interests (or someone else’s
interests) and you are not capable of giving your consent, or where you have already made
the information public.

Do we need your consent to process your sensitive personal data?

In limited circumstances, the Council may approach you for your written consent to allow it
to process certain sensitive personal data. If so, the Council will provide you with full details
of the personal data that it would like to use and the reason it is needed, so that you can
carefully consider whether you wish to consent.

The Council will comply with data protection law; this says that the personal data it holds
about you must be:

  • Used lawfully, fairly and in a transparent way;
  • Collected only for valid purposes that have clearly been explained to you and not used in
    any way that is incompatible with those purposes;
  • Relevant to the purposes the Council has told you about and limited only to those purposes;
  • Accurate and kept up to date;
  • Kept only as long as necessary for the purposes the Council has 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;

The Council will use your personal data for some or all of the following purposes:

  • To enable the Council to meet and deliver all legal and statutory obligations, duties and
    powers including any delegated functions;
  • To prevent and detect fraud and corruption in the use of public funds and where necessary
    for law enforcement functions and to confirm your identity as part of any security
    verification procedures;
  • To deliver public services including information that enables the Council to understand your
    needs and how best to communicate with you;
  • To contact you by post, email, telephone or using social media (e.g., Facebook, Twitter,
    WhatsApp) as appropriate;
  • To help the Council build up a picture of how it is performing;
  • To enable the Council to carry out comprehensive safeguarding procedures (including due
    diligence and complaints handling) in accordance with best safeguarding practice from time
    to time with the aim of ensuring that all children and adults-at-risk are provided with safe
    environments and generally as necessary to protect individuals from harm or injury;
  • To promote the interests of the Council;
  • To properly maintain the Council’s Financial accounting systems and records;
  • To seek your views, opinions or comments;
  • To notify you of changes to Council facilities, services, events and staff, councillors and
    other role holders;
  • To send communications which you have requested and that may be of interest to you
    (these may include information about events, campaigns, appeals, other new projects or
  • To process relevant financial transactions including grants and payments for goods and
    services supplied to and by the Council;
  • To allow the statistical analysis of data so the Council can plan the provision of services;
  • The use of Council CCTV systems for the prevention and prosecution of crime and in the
    interests of community safety;

What is the legal basis for processing your personal data?

The Council is a public authority and has certain powers and obligations.

Most of your personal data is processed for compliance with a legal obligation which includes
the discharge of the Council’s statutory functions and powers.

Sometimes when exercising these powers or duties it is necessary to process personal data of
residents or people using the Council’s services. We will always take into account your
interests and rights. This Privacy Notice sets out your rights and the Council’s obligations to

The Council may 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 Council facilities or the acceptance of an allotment
garden tenancy. Sometimes the use of your personal data requires your consent. The Council
will first obtain your consent to that use.

Sharing your personal data

This section provides information about the third parties with whom the Council may share
your personal data.

These third parties have an obligation to put in place appropriate security measures and will
be responsible to you directly for the manner in which they process and protect your
personal data.

It is likely that the Council will need to share your data with some or all of the following (but
only where necessary):

  • The data controllers listed above under the heading “Other data controllers the Council
    works with”;
  • Our agents, suppliers and contractors.
  • On occasions with other local authorities or not for profit bodies with which the Council is
    carrying out joint ventures e.g. in relation to facilities or events for the community.

How long do we keep your personal data?

The Council will keep some records permanently if it is legally required to do so and may
keep some other records for an extended period of time.

The Council will ensure it keeps its information and records in accordance with the
‘’Retention Guidelines for Local Authorities’’ issued by the ‘’The Records Management
Society of Great Britain’’.

The Council may have legal obligations to retain some data in connection with its statutory
obligations as a public authority.

The Council is permitted to retain data in order 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).

In such circumstances the Council will retain relevant personal data for this purpose as long
as it believes it is necessary to be able to defend or pursue a claim.

In general, the Council will endeavour to keep data for only as long as it is needed and will
delete it when it is no longer required.

Your rights and your personal data

You have a number of rights with respect to your personal data.

When exercising any of the rights listed below, in order to process your request, the Council
may need to verify your identity for security purposes. In such cases the Council will require
you to respond with proof of your identity before you can exercise these rights.

  • The right to access personal data we hold on you:
    • At any point you can contact the Council to request the personal data it holds on you as well
      as why the Council has that personal data, who has access to it and where we obtained the
      personal data from. Once the Council has received your request it will respond within one
    • There are no fees or charges for the first request but additional requests for the same
      personal data or requests which are manifestly unfounded or excessive may be subject to
      an administrative fee.
  • The right to correct and update the personal data the Council holds about you:
    • If the data the Council holds about you is out of date, incomplete or incorrect, you can
      inform the Data Controller and your data will be updated.
  • The right to have your personal data erased:
    • If you feel that the Council should no longer be using your personal data or that the Council
      is unlawfully using your personal data, you can request that we erase the personal data we
    • When the Council receives your request it will confirm whether the personal data has been
      deleted or the reason why it cannot be deleted (for example because it is needed it to
      comply with a legal obligation).
  • The right to object to processing of your personal data or to restrict it to certain purposes

    • You have the right to request that the Council stops processing your personal data or ask it
      to restrict processing. Upon receiving the request the Council will contact you and let you
      know if it is able to comply or if it has a legal obligation to continue to process your data.
  • The right to data portability:
    • You have the right to request that the Council transfers some of your data to another
    • The Council will comply with your request, where it is feasible to do so, within one month of
      receiving your request.
  • The right to withdraw your consent to the processing at any time for any processing of data
    to which consent was obtained:

    • You can withdraw your consent easily by telephone, email, or by post (see Contact
      Details below).
  • 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-us/email/ or via post;
      Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9

Transfer of Data Abroad

In the unlikely event that personal data is transferred to countries or territories outside the
European Economic Area (“EEA”) the Council will ensure that such information is only 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 occasions some personal data (for
example in a parish newsletter) may be accessed from overseas.

Website Cookies

A cookie is a small piece of information that many websites store on your computer’s hard drive when you visit them. We collect information automatically through the use of cookies to compile anonymous usage statistics and to enable us to determine the usefulness of website content to our users and the effectiveness of our navigational structure. They don’t tell us who you are unless you have specifically given us personally identifiable information. Cookies stored on your hard drive by this website are not accessible to other sites.

In addition, a persistent cookie may be stored when you post a comment to the News or Forum sections of this website. This persistent cookie is used to remember you the next time you come to post a comment and does not contain any contact information.

Most browsers allow you to accept or reject cookies. Please refer to the help or documentation for your browser for more information on changing your browser settings.

Here is a table of the cookies our website uses and their purpose.

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Further processing

If the Council wishes to use your personal data for a new purpose, not covered by this Privacy
Notice, then it 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, the Council will seek your prior consent to the new

Changes to this notice

The Council will keep this Privacy Notice under regular review and will place any updates on this page

This Notice was last updated in April 2019.

Contact Details

Please contact the Council if you have any questions about this Privacy Notice or the personal
data the authority holds about you or to exercise all relevant rights, queries or complaints.
The Data Controller for Clowne Parish Council is Steven Singleton.
Telephone; 01246 811586
Email: singleton.s@clownepc.co.uk