Privacy Notice

Introduction

Woodham Mortimer & Hazeleigh Parish Council (“the Council”) is committed to protecting your personal data and respecting your privacy. This Privacy Notice explains what personal information we collect, how we use it, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

The Council is the Data Controller for the personal data we hold.

The information we collect

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

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

  • Correspondence you send to the Council

  • Information relating to enquiries, complaints, or service requests

  • Details submitted for planning comments

  • Information relating to Freedom of Information (FOI) or Subject Access Requests (SARs)

  • Details of contractors, suppliers, and service providers

  • Website usage data, including cookies (see Section 10)

We only collect the minimum information necessary to carry out our functions.

How we use your information

We use your personal data to:

  • Respond to enquiries, requests, or complaints

  • Carry out the Council’s statutory functions

  • Manage finances, contracts, and payments

  • Publish agendas, minutes, and supporting documents

  • Maintain records required by law

  • Process planning comments submitted to the Council

  • Respond to FOI requests and SARs

  • Ensure the security and integrity of our website and systems

We will not use your personal data for marketing.

Lawful bases for processing

We process personal data under the following lawful bases:

  • Public task – where processing is necessary for the Council to perform its statutory duties

  • Legal obligation – where we must process information to comply with the law

  • Contract – where processing is necessary for a contract or service

  • Consent – where you have given clear permission (e.g., for mailing lists)

  • Vital interests – in rare cases where life or safety is at risk

Where consent is used, you may withdraw it at any time.

Sharing your information

We may share your personal data with:

  • Maldon District Council or Essex County Council (where relevant to your enquiry)

  • Contractors or service providers working on behalf of the Council

  • HMRC, auditors, or regulators where legally required

  • The public, only where information must be published by law (e.g., councillor declarations, planning comments)

We do not sell personal data or share it for marketing.

How long we keep your information

We keep personal data only to fulfil the purpose it was collected for. Typical retention periods include:

  • General correspondence: 1 year

  • Planning comments: 6 years

  • Financial records: 7 years

  • Contracts: 6 years after expiry

  • Minutes and agendas: permanently (as public records)

  • FOI/SAR requests: 3 years

The Council retains personal data only for as long as necessary for the purpose it was collected. Typical retention periods are listed above, and further details are available from the Clerk.

Your rights

Under UK GDPR, you have the right to:

  • Access your personal data

  • Request correction of inaccurate information

  • Request deletion (in certain circumstances)

  • Object to processing

  • Request restriction of processing

  • Request data portability

  • Withdraw consent (where used)

To exercise your rights, contact the Clerk using the details below.

How to contact us

Parish Clerk Woodham Mortimer & Hazeleigh Parish Council Email: clerk@wmortimerhazeleigh-pc.gov.uk

Complaints

If you are unhappy with how we handle your data, please contact the Clerk first. If you remain dissatisfied, you can complain to the Information Commissioner’s Office (ICO):

Website: https://www.ico.org.uk Telephone: 0303 123 1113

Website cookies and usage data

Our website may collect limited information through cookies and analytics, including:

  • IP address

  • Browser type

  • Pages visited

  • Time spent on the site

This helps us improve the website and ensure security. You can control or disable cookies through your browser settings.

Changes to this Privacy Notice

This Privacy Notice was last updated on 09/05/2026. It will be reviewed annually or sooner if required by law or changes in Council practice.