CARDINHAM PARISH COUNCIL

Privacy and Consent policy

Cardinham Parish Council

Effective date:16.02.2026
Review date: 01.03.2026

1. Who We Are

Cardinham Parish Council, Clerk to the Council is the data controller for the personal information we collect.

Contact details:
Clerk to the Council: Jo Wilson
Address: [Parish Council Address]
Email: cardinhamparishclerk@cardinhamparishcouncil.gov.uk
Telephone: 000 0000 0000 000

If you have any questions about this policy or how we use your data, please contact the Clerk.

2. Our Commitment to You

We are committed to protecting your personal data and being transparent about how we use it.

We process personal data in accordance with:

  • The UK General Data Protection Regulation (UK GDPR)
  • The Data Protection Act 2018
  • The Privacy and Electronic Communications Regulations (PECR)

We only collect information that is necessary, keep it secure, and retain it only as long as required.

3. What Personal Data We Collect

We may collect and process the following information:

Information You Provide to Us

  • Name
  • Address
  • Email address
  • Telephone number
  • Correspondence you send to us
  • Information submitted via contact forms
  • Information provided when commenting on planning applications
  • Information provided in grant applications
  • Information provided when reporting issues

Information We Automatically Collect

When you visit our website, we may collect:

  • IP address
  • Browser type
  • Pages visited
  • Time and date of visit

(See Section 10: Cookies)

4. How We Use Your Information

We use your information to:

  • Respond to enquiries
  • Manage parish services and facilities
  • Process planning representations
  • Manage allotments, grants, or bookings
  • Maintain financial records
  • Send newsletters or updates (where you have consented)
  • Comply with legal obligations
  • Improve our website and services

We do not sell your personal data.

5. Lawful Basis for Processing

Under UK GDPR, we must have a lawful basis to process your data. These include:

Public Task

Processing necessary for performing our statutory functions as a parish council.

Legal Obligation

Where we are required to retain or disclose information by law.

Consent

Where you have given clear consent (e.g., subscribing to newsletters).

You may withdraw consent at any time by contacting us.

Legitimate Interests

Where processing is necessary for the effective running of council services and does not override your rights.

6. Special Category Data

We do not normally collect sensitive personal data (such as health, ethnicity, religious beliefs).

If we do, it will only be:

  • With your explicit consent; or
  • Where required by law; or
  • To protect your vital interests.

7. How Long We Keep Your Information

We retain personal data in accordance with our Records Retention Policy.

Retention periods are based on guidance from:

  • The National Association of Local Councils (NALC)
  • Legal and statutory requirements

When data is no longer required, it is securely deleted or destroyed.

8. Sharing Your Information

We may share your data with:

  • District or County Councils
  • Government bodies
  • Legal advisers
  • IT service providers (who process data on our behalf)

We only share information when:

  • Required by law
  • Necessary for public functions
  • You have given consent

All third parties are required to keep your data secure.

We do not transfer data outside the UK unless adequate safeguards are in place.

9. Your Data Protection Rights

You have the right to:

  • Be informed about how your data is used
  • Access your personal data
  • Request correction of inaccurate data
  • Request erasure (where applicable)
  • Restrict processing
  • Object to processing
  • Data portability (where applicable)
  • Withdraw consent at any time

To exercise your rights, contact the Clerk.

If you are unhappy with how we handle your data, you may complain to:

Information Commissioner’s Office
Website: https://www.ico.org.uk
Telephone: 0303 123 1113

We would appreciate the opportunity to resolve your concern first.

10. Cookies

Our website may use cookies to:

  • Ensure the website functions correctly
  • Analyse visitor usage
  • Improve accessibility and performance

Cookies are small text files stored on your device.

Where required by law, we will:

  • Ask for your consent before placing non-essential cookies
  • Provide clear information about each cookie
  • Allow you to withdraw consent

You can also control cookies through your browser settings.

11. Email Communication

If you contact us by email:

  • We will use your email address to respond
  • Emails may be stored as part of council records
  • Emails are not fully secure; please avoid sending sensitive information unless necessary

12. Accessibility

We are committed to ensuring this Privacy Policy is accessible.

If you require this policy in:

  • Large print
  • Audio format
  • Easy Read format
  • Another language

Please contact the Clerk.

13. Security

We take appropriate technical and organisational measures to protect your data, including:

  • Secure servers
  • Password protection
  • Restricted access to data
  • Secure document storage

However, no online system is completely secure.

14. Children’s Data

Our website is not directed at children under 13.

If we become aware that we have collected personal data from a child without parental consent, we will delete it.

15. Changes to This Policy

We may update this policy from time to time.

Any updates will be published on this page with a revised effective date.