Adopted: October 2010

Last review date: 3 March 2026

Minute reference: M.453

Next review date: March 2027

Statement on Health and Safety

The Council’s health and safety aim is to minimise the number of instances of occupational accidents and illnesses and to achieve an accident-free workplace.

Cropwell Bishop Parish Council recognises and accepts its duty to protect the health and safety of all visitors to the Council offices and the Old School Community Building, including contractors and temporary workers, as well as any member of the public who may be affected by the Council’s operations.

While the Council will do all that is within its powers to ensure the health and safety of its employees, it is recognised that health and safety at work is the responsibility of each and every individual associated with the Council. It is the duty of each employee to take reasonable care of their own and other people’s welfare and to report any situation which may pose a threat to their own wellbeing or that of any other person.

Appropriate preventative and protective measures are and will continue to be implemented following identification of work-related hazards and assessments of the risks associated with them.

We recognise the importance of employer/employee consultation on matters of health and safety and the value of individual consultation prior to allocating health and safety functions.

The contents of this statement will be reviewed annually to reflect any changes to the Health & Safety at Work Act.

Whilst the Parish Council recognises its duties and responsibilities under the Health & Safety at Work Act, the objectives of this safety statement can only be achieved through the support and co-operation of employees and all other persons who use the premises, including contractors, users, members of the public and students.

This policy will be regularly monitored to ensure that the objectives are achieved. It will be reviewed and, if necessary, revised in the light of any legislative or organisational changes.

Responsibilities and Duties

The Council’s duties will be in particular

To observe the requirements of the Health and Safety at Work Act 1974 and all other relevant legislation, Codes of Practice, Health and Safety Executive guidance notes, and recommendations of HSE Inspectors and Environmental Officers during visits.

1.0 Overall responsibility

The Clerk accepts overall responsibility for health and safety within the Council. To assist the Clerk, a “Competent Person” shall be nominated by the Parish Council.

2.0 Duties of the Clerk

The Clerk will, so far as is reasonably practicable, take all steps to meet this responsibility by:

• Ensuring that systems of work are identified which are safe and without risks to health, for employees and any other person likely to be affected by work activities.
• Making proper arrangements for the handling, storage, use and disposal of articles and substances at work which are safe and without risks to health.
• Providing such information, instruction, training and supervision as is necessary to secure the health, safety and welfare at work of all employees.
• Ensuring that the Health and Safety Policy is revised and updated as and when necessary, after liaison with the relevant people, and that any changes are communicated to all employees.
• Holding regular meetings with staff members, at least twice per year.
• Ensuring that effective means of communication are encouraged and maintained throughout the organisation to promote all aspects of health, safety and welfare.

3.0 Duties of the Competent Person

• Monitor the implementation of the Council’s Health and Safety Policy.
• Assess the risks to the health and safety of all operations and identify safe systems of work. Where hazards are identified, implement controls to minimise those risks.
• Ensure the health and safety of members of the public.
• Ensure the competence of all subcontractors by assessing their Health and Safety Policy, method statements, risk assessments and COSHH assessments.
• Ensure that all incidents, accidents and dangerous occurrences are thoroughly investigated and reported to the appropriate authority if necessary.
• Provide for safety reports to be completed and take action as necessary.
• Ensure that agreed methods of work, risk assessments and COSHH assessments are adhered to.
• Ensure that operatives are competent and hold appropriate certificates or proof of competency to operate tools and machinery.
• Ensure that all equipment is safe to use and that necessary certificates are produced.
• Arrange for the issue and use of personal protective equipment.

4.0 Risk Assessments

The basis of health and safety management is that:

• Hazards are spotted.
• The risks from them are quantified.
• Controls are brought in.

Throughout Cropwell Bishop Parish Council’s operations, work activities will be risk assessed by the Clerk and Competent Person, and controls brought in on the basis of those assessments.

The assessments will be retained and the results made available to the employees affected.

Priorities for health and safety advice will be based on the outcomes of the risk assessments.

Work activity risks will be assessed unless they are trivial or are routine ones arising from everyday life, and significant findings will be recorded.

All types of work will be considered, including non-routine tasks and work done out of hours or on site.

Where a significant risk is identified it will be controlled on the following principles:

• Where possible the risk will be avoided altogether.
• The risk will be tackled at source.
• The work will be adapted to the employee, not the other way round.
• Priority will be given to controls benefiting the most people.
• Employees will be kept informed.
• Others affected by a risk will be kept informed.
• All risk assessments will be reviewed on an ongoing regular basis and all findings will be recorded and documents retained.

5.0 Distribution and Review of Written Safety Policy

Once a Written Safety Policy has been produced it must be brought to the attention of all employees and revised when appropriate.

The Parish Clerk must ensure through normal supervision that employees:

• Read the policy.
• Understand the sections applying to them.
• Raise any queries and receive answers.

The Parish Clerk will ensure a copy of the Written Safety Policy is sent to members of the Parish Council.

Where it will help contractors to understand the Parish Council’s approach to health and safety and to work safely, the Parish Clerk will send a copy with tender or order documents.

The review of the Written Safety Policy will be a joint effort by the Parish Clerk and the Council’s Competent Person.

6.0 Employees’ Responsibilities

Every employee is required by law to:

• Not put themselves or anybody else at risk.
• Not interfere with or misuse anything provided for safety reasons.
• Co-operate with management’s attempts to improve safety.
• Advise the Parish Clerk of any health and safety problems likely to affect any person.
• Work in the safe manner in which they have been trained and instructed.
• Take reasonable steps for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work.
• Co-operate with the Council to promote all aspects of health, safety and welfare.
• Maintain high standards of personal hygiene.

8.0 Protective Clothing

• Where risks to employees cannot be controlled by other means, personal protective equipment will be provided as a last resort.
• This will be free of charge to employees, who will be trained to use the PPE.
• This will have been chosen by assessing the risk involved and taking into account the individual who will be using it.
• The Parish Clerk will ensure that employees provided with PPE are wearing it when they should, in the way they should, and that it is being maintained, kept clean and replaced when necessary.

Personal protective equipment may include:

• Eye protection – glasses, goggles, visors
• Ear protection – ear plugs, ear muffs
• Visibility garments – high-visibility clothing, retro-reflective garments
• Foot protection – toe caps, mid-soles
• Respiratory protection – masks, respirators, breathing apparatus
• Leg protection – ballistic trousers, shin pads
• Hand protection – gloves, gauntlets, chain mail gloves
• Skin protection – leggings, arm covers
• Body protection – aprons, boiler suits, weather protection
• Head protection – helmets, bump caps

9.0 Ladder Safety

Where there is a need for employees of Cropwell Bishop Parish Council to work at height and ladders are used, the Clerk must be informed before work commences.

10.0 Manual Handling

There is a range of tasks carried out throughout the Parish Council that involve lifting, carrying, moving, pulling and pushing. Staff should be encouraged to attend manual handling training courses.

11.0 Noise

A range of tasks done by some employees of the Parish Council may expose them to high levels of noise. It is recognised that permanent damage to hearing could result, and the Parish Clerk will ensure that the following controls are implemented:

• Machines will be purchased or hired which produce the least amount of noise when used.
• Hearing protection will be provided for employees, who will be instructed how to maintain it, and the Parish Clerk will ensure it is worn.

12.0 Fuel Storage and Use

A small can of petrol is stored for the purpose of small groundwork machinery.

The container shall be fit for the purpose of petrol storage, with a maximum capacity of 10 litres, of sound vapour-tight construction and correctly labelled.

Storage of petrol shall not exceed 15 litres at any one time. No sources of ignition shall be introduced next to the storage area. In case of fire, dry powder extinguishers are fitted in the garage.

12.1 Storage Safety

Cropwell Bishop Parish Council stores a wide range of items and uses various cupboards, rooms and buildings for storage.

As poor storage can lead to fire hazards and health and safety risks from trips, falls and falling items, all employees will be expected to assist in achieving safe storage by:

• Only storing those items that need to be stored.
• Storing items in the places provided for them.
• Storing items in a tidy manner.
• Ensuring walkways, exits and access routes are never blocked.
• Storing items so they cannot fall.

The Parish Clerk will make regular checks of storage areas as part of routine safety checks and will inspect each once a year to identify items that can be discarded.

The notice Health and Safety Law – What you should know will be posted on the Parish Council premises as required by law.

13.0 Needle Stick Injuries

When employees of Cropwell Bishop Parish Council carry out litter picking and collection, there is a possibility they will come across discarded hypodermic syringes.

As the needles can cause contaminated puncture wounds, the Parish Council will ensure:

• Employees are aware that syringes may be found in litter and when clearing parks and similar areas.
• Litter that may contain syringes is removed by litter tongs.
• If hands have to be used, gloves are worn at all times.
• Any syringes found are placed in a sharps box before collection by the appointed contractor.
• Employees who find a syringe tell their supervisor so that areas needing extra care are identified.
• Any employee receiving a puncture wound from a broken syringe or syringe needle seeks immediate medical attention.
• As the Ranger’s duties mainly involve lone working, a planned worksheet will be completed daily so that the Council is aware of their whereabouts.

14.0 Accident Reporting and Investigation

This includes ill health related to work.

All accidents to employees and others must be:

• Reported to the Parish Clerk.
• Recorded on a Personal Accident Form by either the employee or the Parish Clerk, who will investigate the accident.

The Parish Clerk will receive a copy of every completed Personal Accident Form and ensure notification of those accidents that require it to the Health and Safety Executive under RIDDOR (the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations).

14.1 Hazard Reporting

Cropwell Bishop Parish Council seeks to reduce risk.

• Officers will carry out regular inspections of all work areas through programmed inspections by the Competent Person.
• Employees will be encouraged to advise the Parish Clerk of any situations they consider hazardous to themselves, their colleagues or any visitors to Council premises.
• Employees should make a brief note of any hazard they observe and pass it to the Parish Clerk.
• The Parish Clerk will then investigate, taking advice if necessary, and respond to the employee, indicating what action is needed and when it will be taken.

15.0 Hazardous Substances

“Hazardous substance” means anything that can cause harm in the way it is used and includes micro-organisms, dust, by-products, as well as chemicals.

No hazardous substance will be in use on Council premises unless it has been assessed for risks and the necessary controls brought in.

Where a contractor is to use or generate a hazardous substance, an assessment will be required before the job starts.

16.0 Licences and Training

• Records will be kept of certificates obtained and when they are due for renewal. Copies will be included on individual staff files, with due regard to data protection.
• There will be regular reviews of any additional training needed to carry out tasks safely and competently.

17.0 Cropwell Bishop Community Building

17.1 Building Security

All intruder alarms, fire alarm panels and CCTV equipment shall be tested twice yearly by a competent contractor. The CCTV cameras only monitor those areas covered by the equipment.

Visitors

There is an extensive range of visitors coming into and onto premises controlled by the Parish Council, including:

• Councillors
• Users
• Members of the public
• Contractors
• Delivery persons

Such non-employees are owed a duty of care.

How that duty is discharged will depend on their experience, vulnerability, duration of stay and the risks they may face whilst on the premises.

The Council will assess the risks to such visitors and take measures to:

• Reduce or remove them.
• Inform visitors of risks so they can avoid them.
• Co-operate and co-ordinate as necessary to ensure health and safety.
• Actively ensure that visitors play their part in ensuring health and safety.

18.0 Office Safety

As the Parish Clerk’s duties mainly involve lone working, the following procedures should be followed:

• Office door to be kept closed at all times.
• Main door to be kept locked if no users are in the building.
• No females to be on the call-out register or to attend late-night closures.
• Any alteration to times of work is to be agreed beforehand.
• Staff to inform family members of the time expected back home from work.
• If staff require immediate medical attention, emergency services should be called.
• Volunteers who open or close the parks at set times should inform their relatives of their whereabouts.

18.1 Office Environment and Display Screen Equipment

A great number of tasks undertaken by Cropwell Bishop Parish Council are carried out in an office environment using computers.

Offices are low-risk areas but there is a range of specific matters to be considered, including:

• First aid
• Fire safety
• Manual handling
• Electrical safety
• Work equipment
• Workplace safety

Cropwell Bishop Parish Council will:

• Analyse workstations and assess and reduce risks.
• Train and inform display screen users about the health and safety aspects of their work.
• Provide eye tests for users on request and at regular intervals afterwards, and provide special spectacles where required.

18.2 Access to Offices, Security and Records

• A list of all staff and councillors aware of the keypad entry code to the Parish Office will be documented.
• A list of all staff that hold keys or have access to keys will be documented.
• Archiving details will be summarised, including what records are kept in both buildings and how long they are retained.
• All paper records shall be locked in cabinets, all computers shall require passwords to gain access, and records should be backed up regularly.
• All administrative staff will be issued with a copy of the Council’s policy for the use of information technology.

19.0 Pregnant Workers

An employee should advise the employer as soon as she is aware of the pregnancy, at which time an assessment will be carried out on the potential risks associated with her condition, such as manual handling, stressful situations and the general work environment.

20.0 Harassment and Bullying at Work

The Council is committed to promoting an environment where employees can work without fear of being intimidated, harassed or bullied.

Any behaviour which is unwarranted, unreciprocated and offensive, and which causes the person on the receiving end to feel humiliated, intimidated or distressed, can be regarded as harassment or bullying.

21.0 Violence

Though the range of services offered by the Parish Council and the hours of operation are limited, the hazard of violence, verbal or otherwise, from some members of the public does exist.

• Incidents of violence will be recorded in the Council’s incident book.
• Cropwell Bishop Parish Council will always expect violent incidents to be reported to the Police and will support employees wishing to take legal action against perpetrators.

22.0 Electricity

There is a legal requirement to ensure that electricity, however it is used or encountered, does not put any employee or any other person at risk.

The fixed electrical supply in Cropwell Bishop Parish Council premises must only be extended and adapted by a competent electrician.

• Electrical appliances, plugs and cables are to be inspected every 12 months by PAT test, with a record or tagging system used.

23.0 Emergency Lighting

• A competent electrical contractor will test the Community Centre’s emergency lighting annually.
• Competent employees will carry out monthly tests of all emergency lighting units.

24.0 Fire Safety

• Fire extinguishers, including blankets, will be checked to ensure they are in place, not discharged, not obviously damaged, and included in an inspection schedule.
• Flammable liquids will be kept in suitable containers and areas.

The Community Building and Parish Council Office have fire safety notices posted throughout the building.

The procedures to be followed are:

• If the fire alarm rings, all staff must leave the premises and go to the fire assembly point.

25.0 Contractors

Where Cropwell Bishop Parish Council contracts out work to outside firms or self-employed workers, prior to any work commencing the following will be requested:

• Evidence of public liability insurance.
• Evidence of membership of a professional body.

It will be the duty of all contractors to:

• Comply with the Council’s Health and Safety Policy, site rules, method statements and relevant risk assessments.
• Ensure that those involved are competent to do the job safely and that sufficient resources are provided for safety.

26.0 Asbestos

If any employee or contractor believes they have come across asbestos-containing material, they must tell the Parish Clerk, who will contact the appropriate licensed asbestos removal company to deal with it.

27.0 Buried Services

Whenever employees or contractors need to dig an excavation or drive anything into the ground, the presence of buried electric cables will be considered and a cable-locating device shall be used by a trained person.

28.0 Overhead Cables

Work will only be carried out near live overhead cables if it is reasonable in all circumstances to do so.

29.0 Construction

Where construction work is to be done for Cropwell Bishop Parish Council, specific regulations apply.

The Construction (Design and Management) Regulations generally apply if the project lasts for more than 30 days or will involve more than 500 person days of work. CDM also applies to non-notifiable work which involves five or more people on site at any one time.

Cropwell Bishop Parish Council will only fulfil the role of client and ensure suitable management arrangements.

Signed at the meeting by the Chairman _____________________________

Adopted: November 2009

Reviewed: March 2026 – Minute Ref: M.453

General information available under the model publication scheme

Information to be published	How the information can be obtained	Cost
Who’s who on the Council	Hard copy available from Clerk; website; newsletter	5p per sheet for hard copy; free online
Contact details for Parish Clerk and Council members (named contacts where possible with telephone number and email address, if used)	Hard copy available from Clerk; website; newsletter	5p per sheet for hard copy; free online
Location of main Council office and accessibility details	Hard copy available from Clerk; website; newsletter	5p per sheet for hard copy; free online
Staffing structure	N/A	N/A

Class 2 – What we spend and how we spend it

Class 2 information

Information to be published	How the information can be obtained	Cost
Annual return form and report by auditor	Hard copy available from Clerk; website	5p per sheet for hard copy; free online
Finalised budget	Hard copy available from Clerk; website	5p per sheet for hard copy; free online
Precept	Hard copy available from Clerk	5p per sheet
Borrowing approval letter	Hard copy available from Clerk	5p per sheet
Financial Standing Orders and Regulations	Hard copy available from Clerk; website	5p per sheet for hard copy; free online
Grants given and received	Hard copy available from Clerk	5p per sheet
Community Grant Policy and Application Form	Hard copy available from Clerk; website	5p per sheet for hard copy; free online
List of current contracts awarded and value of contract	Hard copy available from Clerk	5p per sheet
Members’ allowances and expenses	N/A	N/A

Class 3 – What our priorities are and how we are doing

Class 3 information

Information to be published	How the information can be obtained	Cost
Parish Plan (current and previous year as a minimum)	Website	Free online
Annual Report to Parish or Community Meeting (current and previous year as a minimum)	Hard copy available from the Clerk; website	5p per sheet for hard copy; free online
Quality status	N/A	N/A
Local charters drawn up in accordance with DCLG guidelines	N/A	N/A

Class 4 – How we make decisions

Class 4 information

Information to be published	How the information can be obtained	Cost
Timetable of meetings (Council, committee or sub-committee meetings and parish meetings)	Hard copy available from the Clerk; website; newsletter	5p per sheet for hard copy; free online
Agendas of meetings	Hard copy available from the Clerk; website; newsletter	5p per sheet for hard copy; free online
Minutes of meetings (excluding information properly regarded as private to the meeting)	Hard copy available from the Clerk; website; newsletter	5p per sheet for hard copy; free online
Reports presented to council meetings (excluding information properly regarded as private to the meeting)	Hard copy available from the Clerk	5p per sheet
Responses to consultation papers	Hard copy available from the Clerk	5p per sheet
Responses to planning applications	Hard copy available from the Clerk; RBC website: planningon-line.rushcliffe.gov.uk/online-applications/	5p per sheet
Bye-laws	RBC website	See website

Class 5 – Our policies and procedures

Policies and procedures for the conduct of council business

Conduct of council business

Information to be published	How the information can be obtained	Cost
Procedural standing orders	Hard copy available from the Clerk; website	5p per sheet for hard copy; free online
Committee and sub-committee terms of reference	Hard copy available from the Clerk	5p per sheet
Delegated authority in respect of officers	N/A	N/A
Code of Conduct	Hard copy available from the Clerk; website	5p per sheet for hard copy; free online
Policy statements	Hard copy available from the Clerk	5p per sheet

Policies and procedures for the provision of services and about the employment of staff

Services and employment policies

Information to be published	How the information can be obtained	Cost
Internal policies relating to the delivery of services	Hard copy available from the Clerk	5p per sheet
Equality and diversity policy	Hard copy available from the Clerk	5p per sheet
Health and safety policy	Hard copy available from the Clerk; website	5p per sheet for hard copy; free online
Recruitment policies (including current vacancies)	N/A	N/A
Policies and procedures for handling requests for information	Hard copy available from the Clerk	5p per sheet
Complaints procedures (including those covering requests for information and operating the publication scheme)	Hard copy available from the Clerk; website	5p per sheet for hard copy; free online
Information security policy	N/A	N/A
Records management policies (records retention, destruction and archive)	N/A	N/A
Data protection policies	Hard copy available from the Clerk	5p per sheet
Schedule of charges (for the publication of information)	See schedule of charges below	See below

Class 6 – Lists and Registers

Class 6 information

Information to be published	How the information can be obtained	Cost
Any publicly available register or list	N/A	N/A
Assets Register	Hard copy from the Clerk; website	5p per sheet for hard copy; free online
Disclosure log	N/A	N/A
Register of members’ interests	Available from Monitoring Officer at RBC	Please enquire
Register of gifts and hospitality	N/A	N/A

Class 7 – The services we offer

Class 7 information

Information to be published	How the information can be obtained	Cost
Allotments	Contact Clerk for details / Parish Plan	Please enquire
Burial grounds and closed churchyards	N/A	N/A
Community centres and village halls	Contact Clerk for details	Please enquire
Parks, playing fields and recreational facilities	Contact Clerk for details	Please enquire
Seating, litter bins, clocks, memorials and lighting	Contact Clerk for details	Please enquire
Bus shelters	Contact Clerk for details	Please enquire
Markets	N/A	N/A
Public conveniences	N/A	N/A
Agency agreements	N/A	N/A
A summary of services for which the council is entitled to recover a fee, together with those fees (for example burial fees)	N/A	N/A

Contact details

Janice Towndrow
The Old School, Fern Road, Cropwell Bishop, Nottingham NG12 3BU
Tel: 0115 989 4656
Email: clerk@cropwellbishop-pc.gov.uk
Website: cropwellbishop-pc.gov.uk

Schedule of charges

• Photocopying: 5p per sheet – approximate cost
• Postage: actual cost
• Other: actual cost

Adopted May 2024
Minute Reference: M29
Next Review Date May 2025

PURPOSE: To provide guidance on appropriate use of Facebook for sharing information by the Parish Council

SCOPE: Guidance for Parish Councilors and members of the public for appropriate use of Facebook.

ADMIN: All administrators on the Facebook page must have two factor authentication for security of the site. There must be no less than 2 administrators to run the site at any one time.

Current Administrator for the site are: Janice Towndrow Parish Clerk/RFO & Cllr. Allison. Both administrators agree to transfer rights if they leave the Parish Council.

The Cropwell Bishop Parish Council Facebook pages intends to:

Provide information and updates regarding activities and opportunities within Cropwell Bishop Parish and promote positive thoughts and comments from residents within the parish.

To ensure that all discussions on the Cropwell Bishop Parish Council page are productive, respectful, energised and consistent with the Councils mission and goals, we ask you to follow these guidelines:

• Be considerate and respectful of others. Vulgarity, threats, or abuse of language will not be tolerated.
• Differing opinions and discussion of diverse ideas are encouraged, but personal attacks on anyone, including Melbourn Parish Council members or staff, will not be permitted.
• Share freely and be generous but be aware of copyright laws; be accurate and give credit where credit is due.
• Stay on topic.
• Refrain from using the Facebook page for commercial purposes or to market products.

The sites are not monitored 24/7 and we will not always be able to reply individually to all messages or comments received. However, we will endeavor to ensure that any emerging themes or helpful suggestions are passed to the relevant people.

Sending a message/post via Facebook will not be considered as contacting the Parish Council for official purposes and we will not be obliged to monitor or respond to requests for information through the Facebook channel. Instead, please contact us via email clerk@cropwellbishop-pc.gov.uk or telephone 0115 9894656. Please do not include personal/private information in your Facebook posts/messages to us.

We retain the right to remove comments or content that includes:

• Obscene or racist content
• Personal attacks, insults, or threatening language
• Potentially libellous statements
• Plagiarized material; any material in violation of any laws, including copyright, private, personal
• information published without consent.
• Information or links unrelated to the content of the forum
• Commercial promotions or spam

Non-compliance will not be tolerated and can result in a ban from the page.

Cropwell Bishop Parish Council are not responsible for the accuracy of content posted by any subscriber in any forum; opinions expressed in comments on Cropwell Bishop Parish Councils social media forums do not necessarily represent those of Cropwell Bishop Parish Council.

All comments, once posted, become the property of Cropwell Bishop Parish Council and we reserve the right to reproduce, distribute, publish, display, or edit. Derivative work can also be created from such postings or content, and used for any purpose, in any form and on any other media.

Cropwell Bishop Parish Council are not responsible, liable for and do not endorse the privacy practicesof Facebook or any linked websites. Your use of Facebook and any linked websites is at your own risk.

Cropwell Bishop Parish Council assumes no responsibility or liability for any injury, loss or damage incurred as a result of any use or reliance upon the information and material contained within or downloaded from these websites.

Facebook may occasionally be unavailable, and we accept no responsibility for this lack of service.

The presence of any advertisement on Facebook is not an endorsement of the authenticity or quality of the goods, services or website and Cropwell B Parish Council will not be held responsible for any claims arising in that respect.

We will not engage in/with, and we discourage posts or comments on, issues of a political nature.

Comments should not advertise commercial products or services.

This comment policy may be removed at any time. By choosing to comment and/or utilise any Cropwell Bishop Parish Council Social Media site, users are deemed to agree to this policy.

Adopted September 2006
Last Review Date 1st March 2022
Minute Reference: M.387
Next Review Date March 2027

1.0 Introduction

1.1 Cropwell Bishop Parish Council is committed to providing and promoting equal opportunities, eliminating discrimination and encouraging diversity in the community.

1.2 Cropwell Bishop Parish Council aims to create a culture that respects and values each other’s differences and which promotes dignity, equality and diversity

1.3 An up-to-date copy of this Policy shall be maintained on the parish council’s website.

2.0 Purpose

2.1 Cropwell Bishop Parish Council recognises that supporting equality is of primary importance. This policy will help Councillors and employees of the Council to develop sound and effective policies that impact on the local community, whilst ensuring that the Council meets its duty under the Equality Act 2010.

3.0 Scope

3.1 This policy applies to all employees, volunteers, contractors and councillors of Cropwell Bishop Parish Council.

3.2 All employees and Councillors have a duty to uphold equal opportunities principles. Any breach by them of this policy will be dealt with through the code of conduct or Disciplinary process.

4.0 Equality Act 2010

4.1 The Equality Act 2010 applies to public bodies and others carrying out public functions. It supports good decision-making by ensuring public bodies consider how different people will be affected by the activities, policies and services provided.

4.2 The Equality Act 2010 places a Public Sector Duty on Cropwell Bishop Parish Council to work to:

a. Eliminate discrimination, harassment, victimisation and any other conduct prohibited under the act
b. Advance equality of opportunity between persons who share a protected characteristic and persons who don’t share it
c. Foster good relations between persons who share a relevant protected characteristic and persons who don’t share it.

4.3 No individual, group or organisation will be discriminated against. This includes, but is not limited to the following characteristics (known as protected characteristics under the Act)
▪ Age
▪ Disability
▪ Gender
▪ Marital status and civil partnerships
▪ Pregnancy and maternity
▪ Race
▪ Religion and beliefs
▪ Sexual orientation
▪ Ethnic origin
▪ Nationality

5.0 Equality Commitments

5.1 Cropwell Bishop Parish Council supports the principles and practices of the Equality Act 2010 and recognises that it is the duty of all Councillors and employees to accept their personal responsibility for fostering a fully integrated community at work by respecting and adhering to the principles of equality for all.

5.2 Cropwell Bishop Parish Council will actively promote equality throughout the organisation through the application of policies which will ensure that individuals receive treatment that is fair and equitable and consistent with their relevant aptitudes, potential, skills, experiences and abilities.

5.3 Cropwell Bishop Parish Council is committed to:
▪ Promoting equality of opportunity for all persons
▪ Promoting a good and harmonious environment in which all persons are treated with respect and valued
▪ Preventing occurrences of unlawful direct discrimination, indirect discrimination, harassment and victimisation
▪ Fulfilling its legal obligations under the Equality Act 2010 6.0 Policy Review 6.1

Cropwell Parish Council will review this policy as is necessary and appropriate, or at a maximum of three years after its last review.

As Agreed 3rd March 2026
Minute Reference: M.453

You are a Councillor or co-opted member of Rushcliffe Borough Council and as such are committed to behaving in a manner that is consistent with the following principles to achieve best value for our residents and maintain public confidence in this authority.

SELFLESSNESS: Holders of public office should act solely in terms of the public interest. They should not do so in order to gain financial or other material benefits for themselves, their family, or their friends.

INTEGRITY: Holders of public office should not place themselves under any financial or other obligation to outside individuals or organisations that might seek to influence them in the performance of their official duties.

OBJECTIVITY: In carrying out public business, including making public appointments, awarding contracts, or recommending individuals for rewards and benefits, holders of public office should make choices on merit.

ACCOUNTABILITY: Holders of public office are accountable for their decisions and actions to the public and must submit themselves to whatever scrutiny is appropriate to their office.

OPENNESS: Holders of public office should be as open as possible about all the decisions and actions that they take. They should give reasons for their decisions and restrict information only when the wider public interest clearly demands.

HONESTY: Holders of public office have a duty to declare any private interests relating to their public duties and to take steps to resolve any conflicts arising in a way that protects the public interest.

LEADERSHIP: Holders of public office should promote and support these principles by leadership and example.

Accordingly, when acting in your capacity as a Councillor or co-opted member:

(a) you must act solely in the public interest and should never improperly confer an advantage or disadvantage on any person or act to gain financial or other material benefits for yourself, your family, a friend or close associate
(b) you must not place yourself under a financial or other obligation to outside individuals or organisation that might seek to influence you in the performance of your official duties

(c) when carrying out your public duties you must make all choices, such as making public appointments, awarding contracts or recommending individuals for rewards or benefits, on merit
(d) you are accountable for your decisions to the public and you must co-operate fully with whatever scrutiny is appropriate to your office
(e) you must be as open as possible about your decisions and actions and the decisions and actions of the Council and should be prepared to give reasons for those decisions and actions

(f) you must declare any private interests, both pecuniary and non-pecuniary, including your membership of any trade union, that relate to your public duties and must take steps to resolve any conflicts arising in a way that protects the public interest, including registering and declaring interests in a manner conforming with the procedures set out in the box below

(g) you must, when using or authorising the use by others of the resources of the Council, ensure that such resources are not used improperly for political purposes (including party political purposes) and you must have regard to any applicable Local Authority Code of Publicity made under the Local Government Act 1986

(h) you must promote and support high standards of conduct when serving in your public post, in particular as characterised by the above requirements, by leadership and by example. By respecting others and not bullying, intimidating or harassing person or behaving in an improper or offensive manner (including the use of offensive language or making improper personal remarks to or about individuals0, by respecting confidentiality of information you receive, and by not conducting yourself in a manner which is likely to bring the authority into disrepute.

Harassment can occur through verbal or written comments (including ones made online). The following list provides some examples but it is, by no means, exhaustive:

• Unwelcome physical contact such as touching or invading ‘personal space’; Inappropriate remarks or questioning such as comments about someone’s appearance, lewd comments, and offensive jokes (such as ones of a racial, sexual or sectarian nature);
• Intrusive questioning, including the persistent discussion of a person’s sexual practices, misogynistic behaviour, sexual orientation or religious beliefs (either directly or with others); and
• Sending unwelcome emails, messages or notes; circulating or displaying explicit or inappropriate images

Bullying is inappropriate and unwelcome behaviour which is offensive and intimidating, and which makes an individual or group feel undermined, humiliated or insulted. Again, it is the impact of any behaviour rather than the intent which is the key.

Bullying usually arises as a result of an individual misusing their power (usually derived from status or some other position of strength) and, again, can occur through all means of communication. Bullying tends to be a pattern of behaviour or can be a one off serious incident that becomes objectionable or intimidating.

The examples in the following list are, by no means, exhaustive:

• Unwelcome physical, verbal or non-verbal conduct;
• Intimidatory behaviour including verbal abuse or the making of threats;
• Making someone’s working life difficult;
• Disparaging, ridiculing or mocking comments and remarks; • Physical violence; and
• Deliberately excluding an individual from conversations, work or social activities, in which they have a right or legitimate expectation to participate.

(i) you must have regard to any relevant advice provided to you by the Council’s Monitoring Officer, Section 151 Officer and Chief Executive where they are acting pursuant to his or her statutory duties

(j) you must not disclose information given to you in confidence by anyone, or information acquired by you which you believe, or ought reasonably to be aware, is of a confidential nature, except where:

(i) you have the consent of a person authorised to give it
(ii) you are required by law to do so
(iii) the disclosure is made to a third party for the purpose of obtaining professional advice provided that the third party agrees not to disclose the information to any other person; or (iv) the disclosure is:

• reasonable, in the public interest and • made in good faith and in compliance with the reasonable requirements of the Council.

(k) You must promote equality by not discriminating against any person, and by treating people with respect, regardless of their race, age, religion, gender, sexual orientation or disability.

Registering and declaring pecuniary and non-pecuniary interests

You must, within 28 days of taking office as a Councillor or co-opted member, notify the Council’s Monitoring Officer of any disclosable pecuniary interest as defined by regulations made by the Secretary of State (see attached schedule), where the pecuniary interest is yours, your spouse’s or civil partner’s, or is the pecuniary interest of somebody with whom you are living with as a husband or wife, or as if you were civil partners.

In addition, you must, within 28 days of taking office as a Councillor or co-opted member, notify the Council’s Monitoring Officer of any disclosable pecuniary or non- pecuniary interest which your authority has decided should be included in the register.

If an interest has not been entered onto the Council’s register, then the Councillor must disclose the interest to any meeting of the Council at which they are present, where they have a disclosable interest in any matter being considered and where the matter is not a ‘sensitive interest’.1

Following any disclosure of an interest not on the Council’s register or the subject of pending notification, you must notify the Monitoring Officer of the interest within 28 days beginning with the date of disclosure.

Unless dispensation has been granted, you may not participate in any discussion of, vote on, or discharge any function related to any matter in which you have a pecuniary interest as defined by regulations made by the Secretary of State. Additionally, you must observe the restrictions the Council places on your involvement in matters where you have a pecuniary or non-pecuniary interest as defined by the Council.

¹ A ‘sensitive interest’ is described in the Localism Act 2011 as a Councillor or co-opted member of an authority having an interest, and the nature of the interest being such that the Councillor or co-opted member, and the Authority’s Monitoring Officer, consider that disclosure of the details of the interest could lead to the Councillor or co-opted member, or a person connected with the Councillor or co-opted member, being subject to violence or intimidation.

SCHEDULE

Subject	Prescribed description
Employment, office, trade, profession or vocation	Any employment, office, trade, profession or vocation carried on for profit or gain.
Sponsorship	Any payment or provision of any other financial benefit (other than from the relevant authority) made or provided within the relevant period in respect of any expenses of the Councillor. This includes any payment of financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.
Contracts	Any contract which is made between the relevant person (or body in which the relevant person has a beneficial interest) and the relevant Authority – (a) under which goods or services are to be provided or works are to be executed; and (b) which has not been fully discharged.
Land	Any beneficial interest in land which is within the area of the relevant Authority
Licenses	Any license (alone or jointly with others) to occupy land I the area of the relevant Authority for a month or longer
Corporate tenancies	Any tenancy where (to the Councillor’s knowledge) – (a) the landlord is relevant authority; and (b) the tenant is a body in which the relevant person has beneficial interest.
Securities	Any beneficial interest in securities of a body where: (a) that body (to the Councillor’s knowledge) has a place of business or land in the area of the relevant Authority; and (b) either: (i) the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or (ii) if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

Policy Adopted April 3rd 2018
Last Review – 13/1/26 Minute Ref: M.295
Next Review Date: January 2028

Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other legislation relating to personal data and rights such as the Human Rights Act.

Who are we?

This Privacy Notice is provided to you by Cropwell Bishop Parish Council which is the data controller for your data.

Other data controllers the council works with:

• Rushcliffe Borough Council, Nottinghamshire County Council & other Local Authorities
• Community groups
• Charities
• Other not for profit entities
• Contractors
• Credit reference agencies

We may share your personal data with the organisations listed above where necessary for them to carry out their functions.

Where we process your data together with another organisation for the same purpose, we may act as joint data controllers, meaning we are jointly responsible for how your data is used.

Where organisations process your data for their own purposes, they will act as independent data controllers and will be responsible for their own processing. In such cases, you should contact the relevant organisation directly to exercise your rights or raise any concerns

The council will process some or all of the following personal data where necessary to perform its tasks:

• Names, titles, and aliases, photographs;
• Contact details such as telephone numbers, addresses, and email addresses;
• Where relevant and necessary for the services provided by the Council, or where you choose to provide it to us, we may process information such as gender, age, marital status, nationality, education and work history, academic or professional qualifications, hobbies, family composition, and dependants.
• Where you pay for activities such as use of a council hall, financial identifiers such as
  bank account numbers, payment card numbers, payment/transaction identifiers, policy
  numbers, and claim numbers;
• The personal data we process may include sensitive or other special categories of
  personal data such as criminal convictions, racial or ethnic origin, mental and physical
  health, details of injuries, medication/treatment received, political beliefs, trade union
  affiliation, genetic data, biometric data, data concerning and sexual life or orientation.

How we use special category (sensitive) personal data

• We may process sensitive personal data including, as appropriate:
  • information about your physical or mental health or condition in order to monitor
    sick leave and take decisions on your fitness for work;
  • your racial or ethnic origin or religious or similar information in order to monitor
    compliance with equal opportunities legislation;
  • in order to comply with legal requirements and obligations to third parties.
• These types of data are described in the GDPR as “Special categories of data” and
  require higher levels of protection. We need to have further justification for collecting,
  storing and using this type of personal data.
• We may process special categories of personal data in the following circumstances:
  • In limited circumstances, with your explicit written consent.
  • Where we need to carry out our legal obligations.
  • Where it is needed in the public interest.
• Less commonly, we may process this type of personal data where it is needed in
  relation to legal claims or where it is needed to protect your interests (or someone
  else’s interests) and you are not capable of giving your consent, or where you have
  already made the information public.

Do we need your consent to process your sensitive personal data?

In limited circumstances, we may approach you for your written consent to allow us to
process certain sensitive personal data. If we do so, we will provide you with full
details of the personal data that we would like and the reason we need it, so that you
can carefully consider whether you wish to consent.

The council will comply with data protection law. This says that the personal data we hold about you must be:

• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in
  any way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only as long as necessary for the purposes we have told you about.
• Kept and destroyed securely including ensuring that appropriate technical and security
  measures are in place to protect your personal data to protect personal data from loss,
  misuse, unauthorised access and disclosure.

We use your personal data for some or all of the following purposes:

• To deliver public services including to understand your needs to provide the services
• that you request and to understand what we can do for you and inform you of other
• relevant services;
• To confirm your identity to provide some services;
• To contact you by post, email, telephone or using social media (e.g., Facebook,
  Twitter, WhatsApp);
• To help us to build up a picture of how we are performing;
• To prevent and detect fraud and corruption in the use of public funds and where
  necessary for the law enforcement functions;
• To enable us to meet all legal and statutory obligations and powers including any
  delegated functions;
• To carry out comprehensive safeguarding procedures (including due diligence and
  complaints handling) in accordance with best safeguarding practice from time to time
  with the aim of ensuring that all children and adults-at-risk are provided with safe
  environments and generally as necessary to protect individuals from harm or injury;
• To promote the interests of the council;
• To maintain our own accounts and records;
• To seek your views, opinions or comments;
• To notify you of changes to our facilities, services, events and staff, councillors and
  other role holders;
• To send you communications which you have requested and that may be of interest to
  you. These may include information about campaigns, appeals, other new projects or
  initiatives;
• To process relevant financial transactions including grants and payments for goods and
  services supplied to the council
• To allow the statistical analysis of data so we can plan the provision of services.
  Our processing may also include the use of CCTV systems for the prevention and prosecution
  of crime.

What is the legal basis for processing your personal data?

The Council is a public authority and processes most personal data in order to carry out its statutory functions and duties.

In the majority of cases, personal data is processed on the following lawful bases under the UK GDPR:

• Legal obligation (Article 6(1)(c)) – where processing is necessary to comply with the law;
• Public task (Article 6(1)(e)) – where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council.

In some circumstances, we may process personal data where it is necessary for the performance of a contract with you, or to take steps at your request before entering into a contract (Article 6(1)(b)). For example, this may include the use of Council facilities or the management of allotment tenancies.

We will always ensure that your rights and interests are considered and protected when processing your personal data.

Where we rely on consent (Article 6(1)(a)), this will be clearly identified at the point of collection. You have the right to withdraw your consent at any time.

Sharing your personal data

This section provides information about the third parties with whom the council may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):

• The data controllers listed above under the heading “Other data controllers the council
  works with”;
• Our agents, suppliers and contractors. For example, we may ask a commercial provider
  to publish or distribute newsletters on our behalf, or to maintain our database
  software;
• On occasion, other local authorities or not for profit bodies with which we are carrying
  out joint ventures e.g. in relation to facilities or events for the community.

How long do we keep your personal data?

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, including to meet legal, accounting, and reporting requirements.

Some records must be retained for specific periods in accordance with legal and regulatory obligations. For example:

• Financial records are typically retained for a minimum of 6–8 years to comply with HMRC requirements;
• Certain records may be retained longer where required by law or statutory guidance;
• Personal data may be retained where necessary to establish, exercise, or defend legal claims (for example, up to 3 years for personal injury claims or 6 years for contract claims).

The Council maintains a Data Retention and Disposal Policy, which sets out the retention periods for different categories of personal data and the criteria used to determine those periods.

Where data is no longer required, it will be securely deleted or destroyed in accordance with this policy.

Your rights and your personal data

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

1) The right to access personal data we hold on you

At any point you can contact us to request the personal data we hold on you as well as
why we have that personal data, who has access to the personal data and where we
obtained the personal data from. Once we have received your request we will respond
within one month.

There are no fees or charges for the first request but additional requests for the same
personal data or requests which are manifestly unfounded or excessive may be subject
to an administrative fee.

2) The right to correct and update the personal data we hold on you

If the data we hold on you is out of date, incomplete or incorrect, you can inform us
and your data will be updated.

3) The right to have your personal data erased

If you feel that we should no longer be using your personal data or that we are
unlawfully using your personal data, you can request that we erase the personal data
we hold.

When we receive your request we will confirm whether the personal data has been
deleted or the reason why it cannot be deleted (for example because we need it to
comply with a legal obligation).

4) The right to object to processing of your personal data or to restrict it to certain purposes only

You have the right to request that we stop processing your personal data or ask us to
restrict processing. Upon receiving the request we will contact you and let you know if
we are able to comply or if we have a legal obligation to continue to process your data.

5) The right to data portability

You have the right to request that we transfer some of your data to another controller.
We will comply with your request, where it is feasible to do so, within one month of
receiving your request.

6) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained

You can withdraw your consent easily by telephone, email, or by post (see Contact
Details below).

7) The right to lodge a complaint with the Information Commissioner’s Office

You can contact the Information Commissioners Office on 0303 123 1113 or via email
https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s
Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

International Transfers of Personal Data

We do not routinely transfer personal data outside the United Kingdom. However, where this is necessary, we will ensure that appropriate safeguards are in place to protect your personal data.

Where personal data is transferred outside the UK, it will only be transferred to:

• Countries that have been recognised by the UK Government as providing an adequate level of data protection; or
• Organisations where appropriate safeguards are in place, such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses.

In limited circumstances, personal data published by the Council (for example on our website or in newsletters) may be accessed from outside the UK.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Privacy 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.

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on Cropwell Bishop Parish Council web page. This Notice was last updated 13th January 2026.

Contact Details

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

The Data Controller
Cropwell Bishop Parish Council
Cropwell Bishop
Notts
NG12 3BU
Email:clerk@cropwellbishop-pc.gov.uk
Telephone: 0115 9894656

Data Protection Officer (DPO)
Darrel Towndrow
Email: dpo@cropwellbishop-pc.gov.uk

The Data Protection Officer provides independent advice and oversight on data protection matters and can be contacted for any data protection queries or concerns.

Policy adopted: April 3rd 2018
Last review: 3/3/26
Next review: March 2028

1. Purpose

Cropwell Bishop Parish Council recognises the importance of protecting personal data and responding promptly and effectively to any personal data breach.

This policy sets out how the Council will identify, report, manage, and record personal data breaches in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Definition of a Personal Data Breach

A personal data breach is defined under UK GDPR as:

“A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed.”

Examples include:

• access by an unauthorised third party
• sending personal data to an incorrect recipient
• loss or theft of devices containing personal data
• alteration of personal data without permission
• accidental deletion or loss of personal data
• loss of availability of personal data

3. Responsibilities

The Parish Council, as the Data Controller, is responsible for ensuring personal data breaches are managed appropriately.

Parish Clerk

The Parish Clerk has day-to-day responsibility for managing personal data breaches and ensuring appropriate action is taken.

Data Protection Officer (DPO)

The Council has appointed an external Data Protection Officer who provides independent advice and supports the Council in assessing breaches and determining whether notification to the ICO or affected individuals is required.

External IT Support Provider

The Council’s IT support provider may assist with:

• identifying and investigating breaches
• containing incidents
• restoring systems or data
• implementing technical measures to mitigate risks

4. Reporting a Breach

Any councillor, employee, or volunteer who becomes aware of a potential personal data breach must report it immediately to the Parish Clerk.

The Parish Clerk will then notify the Data Protection Officer without delay.

Prompt reporting is essential to allow the Council to determine whether the breach must be reported to the Information Commissioner’s Office (ICO) within the required 72-hour timeframe.

5. Managing a Breach

When a breach is identified the Council will take appropriate steps to:

1. Contain the breach
   Prevent further loss or disclosure of personal data where possible.
2. Assess the breach
   Determine:
   • the type of data involved
   • the number of individuals affected
   • the potential impact on individuals
3. Mitigate the impact
   The Council’s IT support provider may assist with technical measures to secure systems and reduce the risk of further harm.
4. Determine notification requirements
   In consultation with the Data Protection Officer.

6. Notification to the ICO

Where a personal data breach is likely to result in a risk to the rights and freedoms of individuals, the Council will notify the Information Commissioner’s Office (ICO) without undue delay and, where feasible, within 72 hours of becoming aware of the breach.

If notification is delayed beyond 72 hours, the reasons for the delay will be documented.

When reporting a breach to the ICO the Council will provide:

• a description of the nature of the breach
• the categories and approximate number of data subjects affected
• the categories and approximate number of personal data records concerned
• the name and contact details of the Data Protection Officer
• the likely consequences of the breach
• measures taken or proposed to address the breach and mitigate possible adverse effects

7. Notification to Individuals

Where a personal data breach is likely to result in a high risk to the rights and freedoms of individuals, the Council will inform the affected individuals without undue delay.

The communication will include:

• the nature of the breach
• contact details of the Data Protection Officer
• the likely consequences of the breach
• measures taken or proposed to address the breach

Notification to individuals may not be required if:

• appropriate technical measures (such as encryption) have rendered the data unintelligible
• subsequent measures have ensured that the high risk is no longer likely to materialise
• it would involve disproportionate effort, in which case a public communication may be made instead

8. Data Processors

Where a data processor acting on behalf of the Council becomes aware of a personal data breach, they must notify the Council without undue delay.

It remains the responsibility of the Council, as Data Controller, to determine whether the breach must be reported to the ICO or affected individuals.

9. Record of Data Breaches

The Council will maintain a record of all personal data breaches, including breaches that do not require notification to the ICO.

The breach record will include:

• date of breach
• description of the breach
• type of personal data involved
• number of individuals affected (where known)
• risk assessment outcome
• whether the breach was reported to the ICO
• whether individuals were notified
• actions taken to contain and mitigate the breach
• measures taken to prevent recurrence

Maintaining a breach log helps the Council identify patterns and improve the protection of personal data.

10. Learning from Breaches

Following any breach, the Council will review the circumstances of the incident and consider whether improvements are needed to:

• policies and procedures
• technical security measures
• staff awareness and training
• supplier or processor arrangements

11. Complaints

Individuals who believe their personal data has been handled incorrectly may contact the Parish Clerk or the Data Protection Officer.

Individuals also have the right to complain to the Information Commissioner’s Office (ICO).

ICO contact details:

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

12. Review of this Policy

This policy will be reviewed periodically to ensure it remains consistent with legal requirements and the Council’s operational practices.

Policy Adopted April 3rd 2018
Last Review – 12/3/26 Minute Ref: M.295
Next Review Date: March 2028

1. Purpose of this Policy

Cropwell Bishop Parish Council is committed to protecting the privacy and personal data of individuals whose information it processes.

This policy explains how the Council ensures compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 when processing personal data.

The Council recognises its responsibility to ensure that personal data is processed lawfully, fairly, securely, and transparently.

2. Scope

This policy applies to all personal data processed by the Council including data relating to:

• employees and prospective employees
• councillors and volunteers
• residents and members of the public
• individuals contacting the Council
• contractors and suppliers

This policy applies to both paper records and electronic information.

3. Data Protection Principles

The Council processes personal data in accordance with the following principles:

Personal data shall be:

1. Processed lawfully, fairly and transparently
2. Collected for specified, explicit and legitimate purposes
3. Adequate, relevant and limited to what is necessary
4. Accurate and kept up to date
5. Retained only for as long as necessary
6. Processed securely using appropriate technical and organisational measures

The Council is also responsible for demonstrating accountability for these principles.

4. Lawful Basis for Processing

As a public authority, the Council processes personal data primarily under the following lawful bases:

• Legal obligation – where processing is required by law
• Public task* – where processing is necessary for the Council to perform its public functions
• Contract – where processing is necessary to fulfil contractual obligations
• Consent – where individuals have freely given consent for specific processing activities

Special category personal data will only be processed where a lawful condition under the Data Protection Act 2018 also applies.

5. Data Protection Responsibilities

The Parish Council, as a corporate body, is the Data Controller responsible for ensuring compliance with data protection legislation.

Day-to-day responsibility for data protection is delegated to:

The Parish Clerk

Contact details:

• Email: clerk@cropwellbishop-pc.gov.uk
• Phone: 0115 9894656

The Council has also appointed an external Data Protection Officer (DPO) to provide independent advice and support compliance.

Contact details:

• Email: dpo@cropwellbishop-pc.gov.uk

All councillors, staff, and volunteers who process personal data must ensure they follow this policy.

6. Records of Processing Activities

The Council maintains a Record of Processing Activities (RoPA) which documents:

• the categories of personal data processed
• the purposes of processing
• the categories of data subjects
• recipients of personal data
• storage locations
• retention periods

This record is reviewed periodically to ensure it remains accurate.

7. Information Security

The Council implements appropriate technical and organisational measures to protect personal data from:

• unauthorised access
• loss or destruction
• alteration or disclosure

Measures may include:

• secure storage of paper records
• controlled access to systems and files
• password protection and secure IT systems
• use of secure cloud services where appropriate

8. Data Retention

Personal data will only be retained for as long as necessary to fulfil the purpose for which it was collected or to comply with legal obligations.

The Council maintains a data retention schedule which sets out how long different types of information are retained.

9. Data Breaches

A personal data breach occurs where personal data is:

• lost
• destroyed
• accessed without authorisation
• disclosed improperly

All suspected breaches must be reported to the Parish Clerk immediately.

Where required, breaches will be reported to the Information Commissioner’s Office (ICO) within 72 hours.

10. Data Subject Rights

Individuals have rights in relation to their personal data including:

• the right of access to personal data held about them
• the right to request correction of inaccurate data
• the right to request deletion in certain circumstances
• the right to object to processing
• the right to restrict processing in certain circumstances

Requests relating to these rights should be directed to the Parish Clerk.

11. Complaints

If an individual is unhappy with how their personal data has been handled, they should first contact the Parish Clerk or the Data Protection Officer.

Individuals also have the right to complain to the Information Commissioner’s Office (ICO).

Information Commissioner’s Office
Website: https://ico.org.uk
Telephone: 0303 123 1113

12. Review of this Policy

This policy will be reviewed periodically to ensure it remains up to date with changes in legislation, guidance from the Information Commissioner’s Office, and the Council’s activities.

*Public task: Refers to the processing of personal data that is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, as defined under Article 6(1)(e) of the UK GDPR.

Adopted September 2006
Last Review Date 1st March 2022 Minute Ref: M.387
Next Review Date March 2027

This policy is intended to assist local residents to deal with complaints against actions of the Council’s staff or its administration. In order to deliver the best service to the electorate the following procedures shall apply to any complaint received.

1. Introduction

Cropwell Bishop residents may wish to complain about the decisions, the procedures, or the conduct of the members or staff of Cropwell Bishop Parish Council. Please note: it may be appropriate for bodies other than Cropwell Bishop Parish Council to investigate the following types of complaint:

• Financial irregularity: the Council may need to consult its auditor.
• Criminal activity: the Council must report this type of complaint to the police.
• Member’s conduct: If the complaint relates to a failure to comply with ‘NALC Model Code of Conduct, 2018’ the must be submitted to the EHDC monitoring officer as described in section 1 of this complaints procedure.
• Employee conduct: The council should refer to its internal disciplinary procedure. 1. Complaint relating to breach of Code of Conduct by a Councillor Cropwell Bishop Parish Council observes the ‘R.B.C. Model Code of Conduct, 2020’.

Complaints against individual councillors that involve a breach of their code of conduct should be made to the Monitoring Officer of the Rushcliffe Borough Council. The Monitoring Officer can only deal with Code of Conduct complaints. They will not deal with complaints outside of their remit. You will need to check Cropwell Bishop Parish Councils code of conduct before proceeding.

Complaints should be in writing and addressed to:
The Monitoring Officer
Rushcliffe Borough Council
Rushcliffe Arena
Rugby Road
West Bridgford
Nottingham NG2 7YG

Alternatively go to: https://www.rushcliffe.gov.uk/complaints/ and fill in the online complaints form.

Making a routine complaint (regarding Council decisions or procedures)

Definition A complaint is an expression of dissatisfaction by one or more members of the public about the Council’s action or lack of action or about the standard of a service – whether the action was taken or the service provided by the Council itself, a person, or body acting on behalf of the Council

2. Informal Complaints

2.1 It is not appropriate to deal with all complaints from members of the public under the formal complaints procedure. It is hoped that less formal measures or explanations provided to the complainant by the Clerk or Chair of the Council will resolve most issues raised by a member of the public.

2.2 Any informal complaint will be brought to the Council by the Clerk or the Chair of the Council to be noted.

3. Formal Complaints

Before the meeting In order for a complaint to be considered by the Council:

3.1 The complainant will be asked to put the complaint in writing to the Clerk. The Clerk’s contact details can be found in section 5.

3.2 a complainant does not wish to put the complaint to the Clerk, they will be advised to put it to the Chairman of the Council. The Chairman’s contact details can be found in section 5.

3.3 The Clerk will acknowledge the receipt of the complaint and advise the complainant when the matter will be considered by the Parish Council.

3.4 The complainant shall be invited to attend the relevant meeting and bring with them such representatives as they wish.

3.5 Seven clear working days prior to the meeting, the complainant will provide the Council with copies of any documentation, or other evidence, which they wish to refer to at the meeting. The Council will similarly provide the complainant with copies of any documentation upon which they wish to rely at the meeting.

At the meeting

3.6 Press and public will be excluded from the meeting.

3.7 The Chairman of the meeting should introduce everyone and explain the procedure.

3.8 The complainant (or representative) should outline the grounds for complaint before any questions from the Clerk and then from members if present.

3.9 The Clerk should explain the council’s position before any questions from the complainant, and from members if present.

3.10 The complainant and then the Clerk should then summarise their position; they then leave the room while members decide whether or not the grounds for the complaint have been made. N.B. If a point of clarification is necessary, both parties will be invited back.

3.11 Clerk and complainant return to hear decision or to be advised when decision will be made.

After the meeting

3.12 The decision should be confirmed in writing within seven working days together with details of any action to be taken.

3.13 The result of the proceedings should be reported at the next council meeting after the appeal period has passed, ensuring that agreed confidential issues are appropriately respected.

Appeals

3.14 Should the complainant not agree with the decision they are entitled to appeal the decision within fourteen days of receipt of the result of the proceedings.

3.15 The councillors nominated to handle the appeal should, within twenty-one days of receiving the appeal, examine the way in which the council dealt with the complaint.

3.16 If procedures were correctly handled by the council then the appellant should be notified that the appeal has not been successful. If the complaint was not handled correctly it must be referred back for consideration as at 3.2.

3.17 The appellant should be notified of the result of the appeals process within fourteen days.

4. Unreasonable and Vexatious Complaints

There will be circumstances when a complainant persists in wishing to pursue a complaint when it clearly has no reasonable basis, or when the Council (or a Committee) has already taken reasonable action in response, or where some other process, whether through the courts or some other recognised procedure, should or has been taken. The Clerk (or Chair of the Council) will refer these matters to the Council with a summary of the issues and of the attempts made to resolve the
complaint. They may, in such circumstances, decide that no further action can usefully be taken in response to the complainant and inform the complainant so, making it clear that only new and substantive issues will merit a response.

5. Contact Details

f you are still dissatisfied, then you can contact the Local Government Ombudsman, who will investigate the complaint on your behalf. You can contact the Local Government Ombudsman at:

PO Box 4771
Coventry
CV4 0EH
Telephone: 0300 061 0614

Based upon the ‘NALC model complaints procedure: Legal Topic Note: LTN: 9E June 2014

To achieve our ambition the Parish Council needs to work closely with all of its residents and community and voluntary groups.

This will go beyond consultation and participation; our aim is to engage residents who will, participate in decision making, work alongside us to design, deliver, and monitor services and vote in elections.

It will mean that the Parish Council will promote genuine partnership and collaboration, and ensure that people have the opportunities and capacity to be effective citizens.

Our overall aim is:

To ensure, through a wide range of public consultation and community engagement the Parish Council actively listens, considers and uses the views of its villagers as an integral part of its decision making process.

That its policies reflect the aspirations and needs of a diverse village.

Our objectives are to:

Agree shared ambitions for the locality and the community.

• Strengthen the Councils democratic engagement with and accountability to its residents.
• Be an organisation that consults, communicates, and makes changes as a result of our
  communities and service users views.
• Improve in partnership with service providers the needs of a diverse community and tackle inequality and exclusion.
• Develop working relationships with voluntary and community sector partners to deliver local priorities and improve quality of life.
• Nurture vibrant and active communities who can take up the opportunities for voice and choice in relation to public services and decision making.
• Devolve power where appropriate to voluntary and community groups.

In order to achieve these policy objectives, the Council will adopt a corporate implementation strategy.

This strategy is part of the Councils commitment to creating and maintaining effective working relationship with voluntary and community groups, based on trust, openness, and constructive challenge.