Contact: Cllr Norman Milne
9 Church Lane, Edith Weston
Oakham, Rutland LE15 8EY

Tel: 07712001001

Access to information

General Data Protection Regulations (GDPR)

Information & Data Protection Policy

Introduction

In order to conduct its business, services and duties, Edith Weston Parish Council processes a wide range of data, relating to its own operations and some which it handles on behalf of partners. In broad terms, this data can be classified as:

  • Data shared in the public arena about the services it offers, its mode of operations and other information it is required to make available to the public.
  • Confidential information and data not yet in the public arena such as ideas or policies that are being worked up.
  • Confidential information about other organisations because of commercial sensitivity.
  • Personal data concerning its current, past and potential employees, Councillors, and volunteers.
  • Personal data concerning individuals who contact it for information, to access its services or facilities or to make a complaint.

Edith Weston Parish Council will adopt procedures and manage responsibly, all data which it handles and will respect the confidentiality of both its own data and that belonging to partner organisations it works with and members of the public. In some cases, it will have contractual obligations towards confidential data, but in addition will have specific legal responsibilities for personal and sensitive information under data protection legislation.

The Parish Council will periodically review and revise this policy in the light of experience, comments from data subjects and guidance from the Information Commissioners Office.

The Council will be as transparent as possible about its operations and will work closely with public, community and voluntary organisations. Therefore, in the case of all information which is not personal or confidential, it will be prepared to make it available to partners and members of the Parish's communities. Details of information which is routinely available is contained in the Council's Publication Scheme which is based on the statutory model publication scheme for local councils.

Protecting Confidential or Sensitive Information

Edith Weston Parish Council recognises it must at times, keep and process sensitive and personal information about both employees and the public, it has therefore adopted this policy not only to meet its legal obligations but to ensure high standards.


The General Data Protection Regulation (GDPR) which became law on 25th May 2018 and will like the the Data Protection Act 1998 before it, seek to strike a balance between the rights of individuals and the sometimes, competing interests of those such as the Parish Council with legitimate reasons for using personal information.

It can be anything from a name, a photo, and an address, date of birth, an email address, bank details, and posts on social networking sites or a computer IP address.

Sensitive personal data - includes information about racial or ethnic origin, political opinions, and religious or other beliefs, trade union membership, medical information, sexual orientation, genetic and biometric data or information related to offences or alleged offences where it is used to uniquely identify an individual.

Data controller - means a person who (either alone or jointly or in common with other persons) (e.g. Parish Council, employer, council) determines the purposes for which and the manner in which any personal data is to be processed.

Data processor - in relation to personal data, means any person (other than an employee of the data controller) who processes the data on behalf of the data controller.

Processing information or data - means obtaining, recording or holding the information or data or carrying out any operation or set of operations on the information or data, including:

  • organising, adapting or altering it
  • retrieving, consulting or using the information or data
  • disclosing the information or data by transmission, dissemination or otherwise making it available
  • aligning, combining, blocking, erasing or destroying the information or data. regardless of the Technology used.

Edith Weston Parish Council processes personal data in order to:

  • fulfil its duties as an employer by complying with the terms of contracts of employment, safeguarding the employee and maintaining information required by law.
  • pursue the legitimate interests of its business and its duties as a public body, by fulfilling contractual terms with other organisations, and maintaining information required by law.
  • monitor its activities including the equality and diversity of its activities

The policy is based on the premise that Personal Data must be:

  • Processed fairly, lawfully and in a transparent manner in relation to the data subject.
  • Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
  • Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
  • Accurate and, where necessary, kept up to date.
  • Kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.
  • Processed in a manner that ensures appropriate security of the personal data including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
  • Data Protection TerminologyData subject - means the person whose personal data is being processed.Personal data - means any information relating to a natural person or data subject that can be used directly or indirectly to identify the person. Sensitive personal data - includes information about racial or ethnic origin, political opinions, and religious or other beliefs, trade union membership, medical information, sexual orientation, genetic and biometric data or information related to offences or alleged offences where it is used to uniquely identify an individual.Data processor - in relation to personal data, means any person (other than an employee of the data controller) who processes the data on behalf of the data controller.
  • Processing information or data - means obtaining, recording or holding the information or data or carrying out any operation or set of operations on the information or data, including:
  • Data controller - means a person who (either alone or jointly or in common with other persons) (e.g. Parish Council, employer, council) determines the purposes for which and the manner in which any personal data is to be processed.
  • It can be anything from a name, a photo, and an address, date of birth, an email address, bank details, and posts on social networking sites or a computer IP address.
  • That may be an employee, prospective employee, associate or prospective associate of Rutland County Council or someone transacting with it in some way, or an employee, Member or volunteer with one of our clients, or persons transacting or contracting with one of our clients when we process data for them.
  • organising, adapting or altering it
  • retrieving, consulting or using the information or data
  • disclosing the information or data by transmission, dissemination or otherwise making it available
  • aligning, combining, blocking, erasing or destroying the information or data. regardless of the technology used.
  • Edith Weston Parish Council processes personal data in order to:
  • fulfil its duties as an employer by complying with the terms of contracts of employment, safeguarding the employee and maintaining information required by law.
  • pursue the legitimate interests of its business and its duties as a public body, by fulfilling contractual terms with other organisations, and maintaining information required by law.
  • monitor its activities including the equality and diversity of its activities
  • The Parish Council will always give guidance on personnel data to employees, councillors, partners and volunteers through a Privacy Notice and ensure that individuals on whom personal information is kept are aware of their rights and have easy access to that information on request.Appropriate technical and organisational measures will be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data. Personal data shall not be transferred to a country or territory outside the European Economic Areas unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data.The information provided (personal information such as name, address, email address, phone number) will be processed and stored so that it is possible for us to contact, respond to or conduct the transaction requested by the individual. By transacting with Edith Weston Parish Council individuals are deemed to be giving consent for their personal data provided to be used and transferred in accordance with this policy, however where ever possible specific written consent will be sought. It is the responsibility of those individuals to ensure that the Parish Council is able to keep their personal data accurate and up-to-date. The personal information will be not shared or provided to any other third party or be used for any purpose other than that for which it was provided.General Data Protection Regulations (and Data Protection Act) Article 6 (1) (a) (b) and (e);
  • The Councils Right to Process Information
  • Information provided to us

Processing is with consent of the data subject, or

Processing is necessary for compliance with a legal obligation.

Processing is necessary for the legitimate interests of the Council.

Information Security

The Parish Council cares to ensure the security of personal data. We make sure that your information is protected from unauthorised access, loss, manipulation, falsification, destruction or unauthorised disclosure. This is done through appropriate technical measures and appropriate policies.

We will only keep your data for the purpose it was collected for and only for as long as is necessary, after which it will be deleted.

Children

We will not process any data relating to a child (under 13) without the express parental/ guardian consent of the child concerned.

Rights of a Data Subject

Access to Information: an individual has the right to request access to the information we have on them. They can do this by contacting our Parish Clerk.

Information Correction: If they believe that the information we have about them is incorrect, they may contact us so that we can update it and keep their data accurate. Please contact the Parish Clerk.

Information Deletion: If the individual wishes the Parish Council to delete the information about them, they can do so by contacting the Parish Clerk.

Right to Object: If an individual believes their data is not being processed for the purpose it has been collected for, they may object by contacting the Parish Clerk.

The Parish Council does not use automated decision making or profiling of individual personal data

Information Commissioner's Model Publication Scheme

Edith Weston Parish Council has adopted the Information Commissioner's model Publication Scheme and has published the following guide to information available under the scheme:

https://ico.org.uk/media/for-organisations/documents/1153/model-publication-scheme.pdf

We aim to publish as much information as we can online. However, some items are only available in print. You should be aware that the Council is entitled to withhold certain information. Please check the Documents section for "Policy" and "Information" documents.

Follow this link for full details about the Freedom of Information Act

You can use the form below to make a request under the Freedom of Information Act, but please check the disclosure log to see whether your query has already been raised before and the information is available.

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Information Request Form

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