Bythorn & Keyston Parish Council Privacy Notice
This Privacy Notice explains why Bythorn & Keyston Parish Council collect and process your personal information (your personal data) and to make you aware of the purposes for which we may use the data that we hold.
The collection and processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (GDPR) and the Privacy and Electric Communications Regulations (PECR).
The Data Controller: For the purposes of this Privacy Notice, Bythorn & Keyston Parish Council is the Data Controller.
The Parish Council will collect and process personal data in order to carry out its responsibilities to you as a resident of the Parish, and to fulfil its statutory and legal duties.
We also collect and process personal data when you contact us, visit our website, participate in Parish Council initiatives, attend Parish Council meetings or when you complete online and paper surveys in which we seek your views.
Where we collect data to carry out our responsibilities to you, under the UK General Data Protection Regulation (UK GDPR) the lawful basis we rely on for processing this information is Legitimate Interest.
1. The Data we collect:
The information we collect about you may include some or all of the following:
Name, title, and alias,
Contact details including
- residential address,
- telephone number,
- email address.
- photographs
If we feel it is relevant to the services provided by the Parish Council or, where you provide them to us, we may also collect and process information such as
- gender,
- age,
- marital status,
- nationality,
- place of work,
- business address
- work email address
- academic/professional qualifications
- number of dependants
- contact we have had from you, for example via email, telephone and / or written correspondence
- your attendance at Parish Council Meetings and views which you share which may be recorded in Parish Council meeting minutes which are made public on our website.
- Your completion of paper and online surveys relating to the work of the Parish Council and the Neighbourhood Planning Team.
2. Using your Personal Data:
We may use your personal data for some or all of the following purposes:
• To fulfil our responsibilities to you as residents and / or homeowners of the parishes of Bythorn and Keyston,
• To provide services, including understanding your needs as residents and/ or homeowners, represent you as relevant to our role as a Parish Council and inform you of other relevant local and district council services.
• To keep you up to date about Parish Council work by post, email, telephone, messaging services such as WhatsApp or via posts where you have chosen to follow us on social media
• To help us review and assess our work as a Parish Council and consider future services that may beneficial to current and future residents and / or homeowners of the parishes of Bythorn and Keyston;
• To process complaints that we may receive
• To enable us to meet all legal and statutory obligations
• To maintain our own accounts and records;
• To promote the interests of the Parish Council;
• To seek your views, opinions or comments on initiatives through online and paper forms and surveys, including the development and any future reviews of a Bythorn & Keyston Neighbourhood Plan;
• To notify you of any changes to in the responsibilities of the Parish Council, changes in Councillors and other role holders;
• To send you communications which you have requested and that may be of interest to you. These may include
- information about Parish and Village events,
- initiatives in neighbouring villages that Parish Councillors consider may be relevant or of interest to you,
- any new projects or initiatives that we feel may be beneficial to you as a resident or homeowner of Bythorn or Keyston;
• To allow the analysis of data so we can identify services which might be of benefit to the villages and their residents and / or homeowners.
If we wish to use your personal data for a new purpose not covered by this Privacy Notice, we will notify you and where necessary ask for your consent prior to any new processing.
3. Sensitive Personal Data
We may additionally collect and process sensitive personal data (also known as special categories of data) where you have explicitly shared these with us and given us your consent to store this information in order for us as a Parish Council to better fulfil our responsibilities, and to more fully serve or represent you.
We will also use sensitive data you have consented to share with us to carry out any legal obligations and in relation to legal claims where it is needed to protect your or another person’s interests or where it is needed in the public interest.
Where you have shared sensitive personal data with the Parish Council, we may also use this in order to monitor our compliance with equal opportunities legislation.
The special category data we may collect will be limited to:
- racial or ethnic origin,
- disability or health issues
4. Your Consent:
We will also collect and process your data where you have given us explicit consent to do so (either through our website or via an electronic or written communication from you) in order for us to provide you with information about other local or national initiatives which the officers of the Parish Council consider may be relevant, of interest or beneficial to you as residents and / or homeowners of the Parishes, for example,
· village social events
· church services and notable religious occasions,
· crime reports,
· the development of, engagement with and consultation on a Parish Neighbourhood Plan,
· local and national events, celebrations and commemorations, particularly those in which the Parish or villages may choose to gather to mark the occasion.
Your consent provides a lawful basis for Bythorn & Keyston Parish Council to process your information for these wider purposes.
4.1 Development of a Parish Neighbourhood Plan
In addition, and to better serve the Parish, Bythorn & Keyston Parish Council have invited the residents to form a Working Group to develop a Parish Neighbourhood Plan. This is known as The Bythorn & Keyston Neighbourhood Planning Working Group.
Where necessary, and in order to fulfil this initiative, Bythorn & Keyston Parish Council will share information that it holds about you with the Neighbourhood Planning Working Group.
For this purpose, special category data will be anonymised and will not be shared.
4.2 Withdrawing your consent:
You may withdraw your consent at any time by contacting the Clerk to the Parish Council - see below.
4.3 Additional consent to process Special Category Data
In limited circumstances, we may approach you for your written consent to allow us to process certain additional sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
5. Other Data Controllers the Parish Council may work with:
We may need to share the personal data we hold about you with any Contractor we need to appoint to fulfil our responsibilities on behalf of the Parish Council.
These could include:
- Huntingdonshire District Council (HDC)
- Cambridgeshire County Council, (CCC)
- Government Agencies such as Highways England
Appointed contractors of the Parish Council, HDC or CCC
6. Sharing your personal data:
Bythorn & Keyston Parish Council have invited residents from within the Parish to form a Neighbourhood Planning Working Group to develop a Neighbourhood Plan.
In order to better serve the residents and / or homeowners of the Parish, and respond to their needs, aspirations and visions for the future of the Parish.
Where necessary, and in order to fulfil this initiative, Bythorn & Keyston Parish Council will share information that it holds about you with the Neighbourhood Planning Working Group.
With your consent, we may also share information about you with appointed external examiners who will have a role in scrutinising, supporting the delivery of and in amending our Parish Neighbourhood Plan.
7. Marketing
We will not share your data further without your explicit consent and your data will not be used for marketing purposes.
8. Cookies
Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our website, we may collect information from you automatically through cookies or similar technology.
For further information, visit the Information Commissioner’s website: Understanding Cookies
8.1 How we use cookies
We use cookies in a range of ways to improve your experience on our website, including:
Keeping you signed in
Understanding how you use our website
Save your progress when completing our online surveys on our website
8.2 The types of cookies we use
There are several different types of cookies. Our website uses cookies to remember your progress when filling out an online survey so you don't lose your progress if you lose internet access or need to return later to complete the survey.
8.3 How to manage cookies
You can set your browser to not accept cookies, and the above website tells you how to remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.
8.4 Logged session information
When filling out a survey the web software we use will log details about when the survey was started and finished, your location and your IP address.
This information is used to ensure that only Bythorn and Keyston residents, homeowners & landowners complete the survey and that the results are accurate and are not open to abuse.
9. Compliance
For Bythorn & Keyston Parish Council to comply with current UK Data Protection Legislation, we will ensure that data we hold is:
• 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 in this Privacy Notice and limited only to those purposes.
• Accurate and kept up to date.
• Retained for only as long as is necessary for the purposes we have shared with you and for the period of time relevant to comply with our obligations and to allow us to respond, as appropriate to any future legal claims.
• 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.
10. Your Data Protection Rights:
Under data protection law, you have the following rights with respect to your personal data: the right of access to the personal data we hold about you.
At any point, you can contact us to request the personal data we hold about you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from.
The right to correct and update the personal data we hold on you
If the data we hold on you is out of date, incomplete or incorrect, you should inform us. We will make sure that your data is updated accordingly.
The right to have your personal data erased
If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
When we receive your request, we will confirm whether the personal data has been deleted or the reason that we cannot delete it (for example if we need to retain your data in order to comply with a legal obligation).
The right to object to the processing of your personal data or to restrict it to certain purposes only
You have the right to request that we stop processing your personal data or ask us to restrict processing in certain circumstances. When we receive your request, we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
The right to data portability
You have the right to request that we transfer your data to another organisation or to you in certain circumstances. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please note, if you make a request in relation to the data we hold about you, we have a duty to take reasonable measures to verify your identify before responding to the request.
11. 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 as those in the UK.
Our website is accessible from overseas and therefore on occasion some personal data (for example Minutes of Parish Council Meetings or Latest News) may be accessed from overseas.
12. Data Security:
Data security is of great importance to the Council and to protect your data we have put in place appropriate physical, electronic and managerial procedures to safeguard and secure your collected data.
Data collected will be stored in a secure online cloud storage provision (for example Google Drive). Any physical, non-digital data, will be securely scanned and stored within the cloud storage provision and the physical copy will be destroyed.
However, given the inherent risks, we cannot guarantee absolute security and consequently, we cannot ensure or warrant the security of any information you transmit to us, and you do so at your own risk.
13. How to make a complaint
If you have any concerns about our use of your personal information, you can make a complaint to Bythorn and Keyston Parish Council by emailing the Clerk
You can also complain to the ICO if you are unhappy with how we have used your data.
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
ICO Helpline: 0303 123 1113
Or visit the ICO website: Information Commissioner
14. How to contact Bythorn & Keyston Parish Council:
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
The Clerk, Bythorn & Keyston Parish Council
Email: clerk@bythornkeystonparishcouncil.org.uk
Or by written communication to The Clerk, Bythorn & Keyston Parish Council, The Farmhouse, Warren Lane, Bythorn PE28 0QU
15. Changes to the Bythorn & Keyston Parish Council Privacy Notice:
This notice will be reviewed annually and will be updated as necessary to comply with current UK data protection legislation. Changes will be notified on this website at Bythorn & Keyston Parish Council.
If there are significant changes, we will notify you.
Date of next review: 1st November 2024.
B& KPC 22nd November 2023