Adopted December 2022
Our contact details
Name: Morfudd Lloyd – Council Clerk
Address: Tyddyn Hendre, Llanbedr, Gwynedd, LL45 2PL
Phone Number: 01341 241645
Llanbedr Community Council will manage and store your data responsibly and will respect the confidentiality of all individuals submitting information to the Council.
Llanbedr Community Council will review and update this policy annually, taking in to account any recent developments and recommendations made by the Information Commissioner’s Office.
The type of personal information we collect
We currently collect and process the following information:
- Personal data about individuals that contact the Community Council for information, to use their services or to submit a complaint. This includes name, address, organisation, telephone numbers and email addresses.
- Personal data about individuals currently employed by the Community Council, contractors, volunteers and councillors. This includes name address, organisation, telephone number and email addresses.
- We will not collect or process any personal information concerning an individual under the age of 13 years without consent from their parent or guardian.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- An enquiry submitted to the council through one of our councillors either by phone, email or word of mouth.
- An entry form submitted through our website.
- Visiting our website – see the website privacy section below.
We use the information that you have given us in order to contact you and respond to your correspondence, provide information and/or access our facilities and services.
It goes without saying that we will not share or disclose your personal data with any third parties without your permission unless there is a good reason to, as outlined below.
We may disclose your personal data to our professional advisers or support providers insofar as reasonably necessary for the purposes of managing risks, obtaining professional advice or support.
When we require technical support from a third party, to help us with a fault or problem on one of our systems or services, the third party may potentially temporarily have access to some of the personal data we store in the course of performing their duties. Before allowing any such third party access to our systems we will, however, ensure there is statutory or contractual obligations of confidentiality in place.
Without your explicit agreement, we will not otherwise disclose your personal data to third party suppliers of goods and services.
In addition to the specific disclosures of personal data set out in this section, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.
We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.
Occasionally, to research an enquiry and respond accordingly, we may share this information with external bodies and organisations.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting the Council clerk, Morfudd Lloyd on 01341 241645 or by emailing firstname.lastname@example.org
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.
What Information (including Personal Data) we collect and what we do with it.
Visiting our website
If you visit our website we will collect data about your use of it. The website usage data may include
- your IP address, along with your geographical location,
- browser type and version,
- operating system,
- the referral source,
- length of visit,
- pages viewed and website navigation paths
- information about the timing, frequency, amounts and patterns of your service use.
The source of the usage data is our own internal logging systems.
This data may be processed for the purposes of analysing the use of our websites and services and for helping to secure them. The legal basis for this processing is our legitimate interests, namely monitoring, securing and improving our website and services.
If you use a contact form on our website, in addition to the information collected when visiting our website, we will collect Personal Data we require in order to deal with your enquiry, such as your name, address, telephone number and email address, along with any other Personal Data you may include in your message to us.
This data will be processed for the purposes of dealing with your enquiry. The legal basis for this processing is our legitimate interest, namely dealing with your enquiry.
Third party websites
Our website may include hyperlinks to, and details of, third party websites we have no control over, and are not responsible for, the privacy policies and practices of third parties.
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser on your computer, phone, tablet or other device. The identifier is then sent back to the server each time the browser requests a page from the server.
Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may potentially be linked to the information stored in and obtained from cookies.
Some cookies require your consent before they can be stored and we will always endeavour to do so.
How we store your personal information
While it is in our care, we will do our best to keep your personal data safe and secure. To do so we will do the following:
- We will take appropriate technical, physical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.
- When we transfer or share your data with a third party (as outlined in this policy) we will endeavour to ensure they are UK GDPR compliant.
- Your data will not be kept longer that necessary in order to respond to an enquiry.
- No data will be stored for any longer that 6 years. Digital copies will be deleted and any hard copies will be destroyed responsibly.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
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 contact us via the Council Clerk Morfudd Lloyd at email@example.com or by calling 01341 241645 if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us via the Council Clerk, Morfudd Lloyd using the contact details at the start of this document.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk