Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

Who are we?

Papworth Everard Parish Council is the data controller (contact details below).
This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?

Papworth Everard Parish Council complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes –

  • To administer membership records;
  • To manage our employees and volunteers;
  • To maintain our own accounts and records
  • To inform you of news, events, and activities in the parish.

What is the legal basis for processing your personal data?

The Council has always required a legal basis to processing personal data.
The General Data Protection Regulations include five lawful bases for local councils.
It is possible for more than one to apply at the same time.

The five bases are:

  • Compliance with legal obligation: The council is a public authority and has certain powers and duties. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers. Sometime when exercising these powers or duties it is necessary to process personal data of residents or people using the council’s services. We will always take into account your interests and rights. This Privacy Policy sets out your rights and the council’s obligations to you in detail.
  • Contractual necessity: We may also process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement;
  • Consent: Sometimes the use of your personal data requires your consent. On these occasions we will first obtain your consent to that use.
  • Vital interests: It is possible to process personal information to protect an individual without their consent e.g. in a life or death situation where emergency contact information is needed
  • Public Interest: When the Parish Council is acting in the public interest, personal data may be processed if it is necessary to undertake the tasks.

Sharing your personal data

Your personal data will be treated as strictly confidential. We will only share your data with third parties outside of the parish with your consent.
Processing is carried out ensuring there is no disclosure to a third party without consent.

How long do we keep your personal data?

We keep data in accordance with the guidance set out in our Records and Retentions policy.

Specifically, we retain electoral roll data while it is still current; financial records and associated paperwork for up to 6 years after the calendar year to which they relate; and Parish Council minutes permanently.

Your rights and your personal data

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data –

  • The right to request a copy of your personal data which Papworth Everard Parish Council hold.
  • The right to request that Papworth Everard Parish Council corrects any personal data if it is found to be inaccurate or out of date;
  • The right to request your personal data is erased where it is no longer necessary for the Papworth Everard Parish Council to retain such data;
  • The right to withdraw your consent to the processing at any time
  • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), (where applicable) [Only applies where the processing is based on consent or is necessary for the performance of a contract with the data subject and in either case the data controller processes the data by automated means].
  • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
  • The right to object to the processing of personal data, (where applicable) [Only applies where processing is based on legitimate interests (or the performance of a task in the public interest/exercise of official authority); direct marketing and processing for the purposes of scientific/historical research and statistics]
  • The right to lodge a complaint with the Information Commissioners Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

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Contact Details

To exercise all relevant rights, queries or complaints please in the first instance contact The Clerk to Papworth Everard Parish Council via e-mail at or by telephone on 01480 830360.

You can contact the Information Commissioners Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.

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