Steeple Claydon Parish Council

Privacy Policy

Adopted: 03/02/2026

1. Introduction

Steeple Claydon Parish Council (“the Council”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to personal data processed by the Council in the course of carrying out its statutory duties, community activities, and administrative functions.

2. Data Controller

Steeple Claydon Parish Council is the Data Controller for the purposes of data protection legislation.

Contact details:

Clerk to the Council

Steeple Claydon Parish Council

Email: clerk@steepleclaydonparishcouncil.gov.uk

The Clerk is the primary contact for data protection matters.

3. What Personal Data We Collect

The Council may collect and process the following personal data:

- Names, postal addresses, email addresses, and telephone numbers

- Correspondence sent to the Council (including emails and letters)

- Information provided through surveys, consultations, or public engagement exercises

- Details of complaints, representations, or enquiries

- Financial information where required for payments, grants, or invoices

- Attendance records for meetings or events (where relevant)

- Images or video recordings taken at public meetings or events

We only collect personal data that is necessary for the purposes set out in this policy.

4. How We Use Your Personal Data

The Council uses personal data to:

- Carry out statutory duties and responsibilities

- Respond to enquiries, correspondence, and complaints

- Administer Council meetings, consultations, and events

- Manage grants, contracts, and payments

- Maintain accurate records and accounts

- Communicate information relevant to the community

- Comply with legal and regulatory obligations

5. Lawful Basis for Processing

The Council processes personal data under the following lawful bases:

- Legal obligation

- Public task

- Consent

- Contract

- Legitimate interests

6. Sharing Your Information

The Council does not sell personal data. Personal data may be shared only where lawful and necessary, including with:

- Local authorities or government bodies

- Professional advisers or contractors working on behalf of the Council

- Regulatory or law enforcement bodies where required by law

All third parties are required to process data securely and lawfully.

7. Data Storage and Security

Personal data is stored securely in electronic or paper form. Reasonable measures are taken to protect data against loss, misuse, unauthorised access, or disclosure.

Access is restricted to councillors and officers who require the information to carry out their duties.

8. Data Retention

Personal data is retained only for as long as necessary and in accordance with the Council’s Document Retention Policy, based on legal requirements and ICO/NALC guidance.

Data is securely disposed of when no longer required.

9. Your Rights

Under data protection law, individuals have the right to:

- Access their personal data

- Request correction of inaccurate data

- Request erasure of data (where applicable)

- Restrict or object to processing in certain circumstances

- Request data portability (where applicable)

- Withdraw consent at any time where consent is the lawful basis

10. Complaints

If you are unhappy with how your personal data has been handled, please contact the Clerk in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

www.ico.org.uk

Approved by Steeple Claydon Parish Council

Version Control

Version: 1.0

Approval: Full Council