Privacy Notice

Your Privacy

Great Braxted Parish Council Council is committed to protecting your privacy when you use our services. The Privacy Notice below explains how we use information about you and how we protect your privacy.

Why we use your personal information?

Do you know what personal information is?

Personal information can be anything that identifies and relates to a living person. This can include information that when put together with other information can then identify a person. For example, this could be your name and contact details. 

 

Some information is ‘special’ and needs more protection due to its sensitivity. It’s often information you would not want widely known and is very personal to you. We very rarely need to collect anything of this nature. If we do, we make sure our handling of your data is secure.

Why do we need your personal information?

We may need to use some information about you to:

  • deliver services and support to you;
  • manage      those services we provide to you;
  • train      and manage the employment of our workers who deliver those services;
  • help      investigate any worries or complaints you have about your services;
  • keep      track of spending on services;
  • check      the quality of services; and
  • to      help with research and planning of new services.

How the law allows us to use your personal information

There are a number of legal reasons why we need to collect and use your personal information.

 

Generally we collect and use personal information in the where:

  • you,      or your legal representative, have given consent
  • you      have entered into a contract with us
  • it      is necessary to perform our statutory duties
  • it      is necessary to protect someone in an emergency
  • it      is required by law
  • it      is necessary for employment purposes
  • you      have made your information publicly available
  • it      is necessary for legal cases

If we have consent to use your personal information, you have the right to remove it at any time. If you want to remove your consent, please contact parishcouncil@greatbraxted.com and tell us which service(s) you’re using so we can deal with your request.

 

We only use what we need!

Where we can, we’ll only collect and use personal information if we need it to deliver a service or meet a requirement. 

 

We don’t sell or pass your personal information to anyone else for marketing purposes.

 

You can ask for access to the information we hold on you

You have the right to ask for all the information we have about you and the services you receive from us. When we receive a request from you in writing, we must give you access to everything we’ve recorded about you. 

 

However, we can’t let you see any parts of your record which contain:

  • Confidential      information about other people; or
  • Data      a professional thinks will cause serious harm to your or someone      else’s physical or mental wellbeing; or
  • If      we think that giving you the information may stop us from preventing or      detecting a crime

This applies to personal information that is in both paper and electronic records. If you give permission, we’ll also let others see your record (except if one of the points above applies). 

 

You can ask to change information you think is inaccurate

You should let us know if you disagree with something written on your file. We may not always be able to change or remove that information but we’ll correct factual inaccuracies and may include your comments in the record to show that you disagree with it.  

 

You can ask us to delete information (right to be forgotten)

In some circumstances you can ask for your personal information to be deleted, for example:

  • Where      your personal information is no longer needed for the reason why it was      collected in the first place
  • Where      you have removed your consent for us to use your information  (where      there is no other legal reason us to use it)
  • Where      there is no legal reason for the use of your information
  • Where      deleting the information is a legal requirement

Where your personal information has been shared with others, we’ll do what we can to make sure those using your personal information comply with your request for erasure.

 

Please note that we can’t delete your information where:

  • we’re      required to have it by law
  • it      is used for freedom of expression 
  • it      is in the for public health purposes
  • it      is necessary for legal claims

You can ask to limit what we use your personal data for

You have the right to ask us to restrict what we use your personal information for where:

  • you      have identified inaccurate information, and have told us of it
  • where      we have no legal reason to use that information but you want us to      restrict what we use it for rather than erase the information altogether

When information is restricted it can’t be used other than to securely store the data and with your consent to handle legal claims and protect others, or where it’s for important public interests of the UK. Where restriction of use has been granted, we’ll inform you before we carry on using your personal information.

 

You have the right to ask us to stop using your personal information for any council service. However, if this request is approved this may cause delays or prevent us delivering that service. 

 

Where possible we’ll seek to comply with your request, but we may need to hold or use information because we are required to by law.

 

You can ask to have your information moved to another provider (data portability)

You have the right to ask for your personal information to be given back to you or another service provider of your choice in a commonly used format. This is called data portability.

 

However this only applies if we’re using your personal information with consent (not if we’re required to by law) and if decisions were made by a computer and not a human being. 

 

It’s likely that data portability won’t apply to most of the services you receive from the Council. 

 

Who do we share your information with?

We rarely share any of our information. We will only do so where necessary to deliver our services to you. Where we have these arrangements there is always an agreement in in place to make sure that the organisation complies with data protection law. 

 

We may share your personal information when we feel there’s a good reason that’s more important than protecting your privacy. This doesn’t happen often, but we may share your information:

  • in order to find and stop crime and      fraud; or 
  • if there are serious risks to the      public, our staff or to other professionals;
  • to protect a child; or
  • to protect adults who are thought to be      at risk, for example if they are frail, confused or cannot understand what      is happening to them

For all of these reasons the risk must be serious before we can override your right to privacy. 

 

How do we protect your information?

We’ll do what we can to make sure we hold records about you (on paper and electronically) in a secure way, and we’ll only make them available to those who have a right to see them. Examples of our security include: 

  • Encryption,      meaning that information is hidden so that it cannot be read without      special knowledge (such as a password).
  • Controlling      access to systems and networks allows us to stop people who are not      allowed to view your personal information from getting access to it
  • Training      for our staff allows us to make them aware of how to handle information      and how and when to report when something goes wrong

How long do we keep your personal information?

There’s often a legal reason for keeping your personal information for a set period of time, please contact us if you wish to understand how long your data may be retained for.

 

Where can I get advice?

For independent advice about data protection, privacy and data sharing issues, you can contact the Data Protection Regulator for the UK, the Information Commissioner’s Office (ICO) at:

 

Information Commissioner's Office

Wycliffe House 

Water Lane 

Wilmslow

Cheshire, SK9 5AF

 

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

 

Alternatively, visit ico.org.uk or email casework@ico.org.uk