Dufton Parish Council Privacy Policy

1. Introduction

Dufton Parish Council (“the Council”) is committed to protecting your privacy and ensuring your personal data is handled safely and lawfully. This Privacy Policy explains how we collect, use, and protect your information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

  • Data Controller: Dufton Parish Council

  • Contact: Parish Clerk

  • Email: clerk@duftonparishcouncil.gov.uk

3. What Information We Collect

We may collect and process the following types of personal information:

  • Contact details (name, address, phone number, email)

  • Information you provide when contacting the Council (e.g., enquiries, complaints, service requests)

  • Information related to council services, planning applications, or local initiatives

  • Minutes of meetings (where individuals are named)

  • Photographs or video from community events (where consent has been given)

We do not collect more personal data than necessary.

4. Why We Collect Your Data

We use personal data to:

  • Respond to enquiries, complaints, or service requests

  • Communicate council news and updates

  • Manage council activities and events

  • Maintain statutory records (e.g., minutes, financial accounts)

  • Meet legal and regulatory obligations

5. Legal Basis for Processing

We process personal data under the following legal bases:

  • Legal obligation – to comply with statutory duties

  • Public task – to carry out functions in the public interest

  • Consent – where we ask for and receive your permission (e.g., photographs at events)

  • Contract – where processing is necessary to provide a service you have requested

6. Sharing Your Data

We will never sell your data. We may share personal information with:

  • Other public authorities where legally required

  • Service providers or contractors working on behalf of the Council

  • Auditors, regulators, or statutory bodies as required by law

Any third party we work with must comply with data protection law.

7. Data Retention

We keep your personal data only for as long as necessary to fulfil the purposes for which it was collected, and in line with statutory retention periods. After this time, data is securely destroyed or archived.

8. Your Rights

Under data protection law, you have the right to:

  • Access the personal data we hold about you

  • Request correction of inaccurate or incomplete data

  • Request erasure of your data (where applicable)

  • Restrict or object to processing in certain circumstances

  • Withdraw consent (where processing is based on consent)

  • Lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how your data is handled

For more details, visit the ICO’s website: www.ico.org.uk.

9. Security

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, or unauthorised access.

10. Changes to This Policy

This Privacy Policy will be reviewed regularly and updated as required. The latest version will always be available on the Council’s website or by request from the Parish Clerk.