This privacy notice provides you with general information about how we collect and use your information in the delivery of council services.

This notice was reviewed and updated in April 2023.

This notice was reviewed and updated in June 2024

We are a public authority and are known as the “Controller” of the information that we collect about you.

We are registered with the Information Commissioner’s Office under registration number Z7024934. You can view the registration on the Information Commissioner’s Office website. 

Washingborough Parish Council
Civic Office
Fen Road
Washingborough LN4 1AB

You can contact our Data Protection Officer at clerking.team@washingborough-pc.gov.uk

You can also write to us using the postal address above. Please mark the envelope FAO: Data Protection Officer.

The information we collect about you is split into two categories that are determined by the definitions set out in law.

Personal data is information that identifies and relates to you, this may include:

• name, address, date of birth and other contact information,
• unique identification numbers,
• details of your social and/or economic status,
• location data,
• online identifiers (for example an IP address).

Special category data is personal data which is considered more sensitive and private in nature. This is information about your:

• race or ethnic origin
• political views and affiliations
• religious or philosophical beliefs
• trade union membership
• genetics
• biometrics (where used for ID purposes, for example, facial recognition)
• health
• sex life or sexual orientation

The Council collects and uses your information to help deliver public services.

We process your information for the following purposes:

• for the service you requested, and to monitor and improve our performance in responding to your request,
• to allow us to be able to communicate and provide services and benefits appropriate to your needs,
• to ensure that we meet our legal obligations and to exercise our statutory powers in the public interest,
• to conduct public consultations and engagement,
• where necessary for law enforcement functions,
• where necessary to protect individuals from harm or injury,
• to allow the statistical analysis of data so we can plan the provision of services,
• to support effective decision-making and improve efficiency of services,
• for the purposes of public and staff safety and crime prevention and detection.

We will only collect the information that we need to deliver services to you and as far as is reasonable and practicable we will ensure that your information is accurate and kept up to date.

We must ensure that we have a lawful basis to collect and use your information. The lawful basis the council relies on vary depending on our involvement with you.  They are:

• compliance with a legal obligation as required by UK or EU law to process for a specific purpose,
• performance of a public task in the public interest or an official function which has a clear basis in law,
• performance of a contract for the supply of goods or services,
• with your consent, where there is documented evidence of that consent,
• pursuit of a legitimate interest of the council or a third party,
• to protect a person’s vital interests (for example, to protect someone’s life).

If the information you provide us contains special category data, this requires a further lawful basis to those listed above. In relation to the council’s processing activities these are:

• for reasons of substantial public interest,
• to establish, exercise or defend legal claims,
• for preventative and occupational medicine and the assessment of the working capacity of an employee,
• carrying out obligations and exercising specific rights in the field of employment and social security and social protection law,
• with your explicit consent,
• to protect an individual’s vital interests,
• processing personal data which are manifestly made public by you.

Your information is collected in several ways:

• directly from you when you contact the council or sign up to a service.  This includes face to face contact, telephone calls, and emails,
• provided by members of the public,
• provided by another organisation involved in the provision of services such as healthcare, social and welfare organisations, and law enforcement agencies,
• provided by another organisation to allow the research and intelligence necessary to perform our statutory functions,
• provided by government bodies such as the Department of Work and Pensions and Her Majesty’s Revenue and Customs,
• surveillance systems such as CCTV.

The type of service you receive will inform who we share your information with. Where necessary we may share your information with the following categories of recipients:

• healthcare, social and welfare organisations and professionals,
• providers of goods and services,
• financial organisations, including debt collection, tracing and credit referencing agencies,
• elected members,
• local and central government,
• ombudsman and regulatory authorities,
• professional advisors, consultants and contractors,
• police forces, other law enforcement and prosecuting authorities,
• voluntary and charitable organisations,
• Disclosure and Barring Service,
• courts and tribunals,
• utilities providers.

We are required to retain your information for as long as is necessary, after which it will be securely destroyed.

Retention periods can differ and will depend on various criteria including the purpose of processing, regulatory and legal requirements, and internal organisational need.

We have a Records Retention Policy in place that sets out in detail how long information will be held for.

At times, the council may be subject to a legal hold that will require information to be held beyond its usual retention period.

We operate an information security management system which helps to protect your information. We do this by putting in place technical and organisational security measures designed to reduce the risk to your information through loss, theft, and unauthorised access.

The information security management system is subject to constant review and independently audited.

All staff are required to undertake regular data protection training and must comply with a variety of policies designed to keep your information secure.

All information in hard copy format is held within the UK.

Information in electronic format is held in the UK, and in some instances within the EEA where we use a cloud-based IT system for example.

We also use limited IT services which are based outside the EEA. In these circumstances we ensure adequate safeguards are in place to help protect your data and your data protection rights.

You have several rights in relation to the information that the council holds about you:

• Access - You have the right to ask us for copies of your personal information.
• Rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
• Erasure - You have the right to ask us to erase your personal information in certain circumstances.
• Restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
• Object to processing - You have the right to object to the processing of your personal data in certain circumstances.
• Data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
• Automated decisions and profiling – You have the right to prevent your information being processed and decisions being made about you solely by automated means (without any human involvement)

To view more information about your rights and when these might apply visit the Information Commissioner's website.

View our Data Protection Policy for more details about how to make a request to exercise your information rights.

You have the right to complain to the Information Commissioner’s Office (ICO) if you are not satisfied with the way that the council has handled your information.

The ICO is an independent body set up to uphold information rights in the United Kingdom. They can also provide advice and guidance and can be contacted through the Information Commisioner's website, via their helpline on 0303 123 1113 or in writing to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

This notice was updated in April 2023 and reviewed by council on 19 July 2023.

This notice was reviewed and updated in June 2024 by the Parish Council.