Data Protection Policy
Policy Approved at Annual Parish Council Meeting May 2019
Scopwick and Kirkby Green Parish Council recognises its responsibility to comply with the General Data Protection Regulations (GDPR) 2018 which regulates the use of personal data. This does not have to be sensitive data; it can be as little as a name and address.
General Data Protection Regulations (GDPR)
The GDPR sets out high standards for the handling of personal information and protecting individuals’ rights for privacy. It also regulates how personal information can be collected, handled and used. The GDPR applies to anyone holding personal information about people, electronically or on paper.
When dealing with personal data, Scopwick and Kirkby Green Parish Council staff and members must ensure that:
Data is processed fairly, lawfully and in a transparent manner
This means that personal information should only be collected from individuals if staff have been open and honest about why they want the personal information.
Data is processed for specified purposes only
This means that data is collected for specific, explicit and legitimate purposes only.
Data is relevant to what it is needed for
Data will be monitored so that too much or too little is not kept; only data that is needed should be held.
Data is accurate and kept up to date and is not kept longer than it is needed
Personal data should be accurate, if it is not it should be corrected. Data no longer needed will be shredded or securely disposed of.
Data is processed in accordance with the rights of individuals
Individuals must be informed, upon request, of all the personal information held about them.
Data is kept securely
There should be protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.
Storing and accessing data
Scopwick and Kirkby Green Parish Council may hold personal information about individuals such as their names, addresses, email addresses and telephone numbers. These will be securely kept at the Clerk’s home and are not available for public access. All data stored by the Clerk on computer is password protected. Once data is not needed any more, is out of date or has served its use and falls outside the minimum retention time of Councils document retention policy, it will be shredded or securely deleted from the computer.
Scopwick and Kirkby Green Parish Council is aware that people have the right to access any personal information that is held about them. Subject Access Requests (SARs) must be submitted in writing (this can be done in hard copy, email or social media). If a person requests to see any data that is being held about them, the SAR response must detail:
- How and to what purpose personal data is processed
- The period Scopwick and Kirkby Green Parish Council tend to process it for
- Anyone who has access to the personal data
The response must be sent within 30 days and should be free of charge.
If a SAR includes personal data of other individuals, Scopwick and Kirkby Green Parish Council must not disclose the personal information of the other individual. That individuals personal information may either be redacted, or the individual may be contacted to give permission for their information to be shared with the Subject.
Individuals have the right to have their data rectified if it is incorrect, the right to request erasure of the data, the right to request restriction of processing of the data and the right to object to data processing, although rules do apply to those requests.
Please see “Subject Access Request Procedure” for more details.
Confidentiality
Scopwick and Kirkby Green Parish Council members and staff must be aware that when complaints or queries are made, they must remain confidential unless the subject gives permission otherwise. When handling personal data, this must also remain confidential.
Adopted by Parish Council on 15th May 2018
Approved at Annual Parish Council Meeting May 2019