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.