GDPR Policy

RISELEY PARISH COUNCIL  – General Data Protection Policy  

The Data Protection Policy 

Riseley Parish Council recognises its responsibility to comply with the General Data Protection Regulations  (GDPR) 2018 which regulates the use of personal data. This does not have to be sensitive data; it can be as  little as a name and address.  

General Data Protection Regulations (GDPR) 

The GDPR sets out high standards for the handling of personal information and protecting individuals’ rights  for privacy. It also regulates how personal information can be collected, handled and used. The GDPR applies  to anyone holding personal information about people, electronically or on paper. Riseley Parish Council has  also notified the Information Commissioner that it holds personal data about individuals.  

When dealing with personal data, Riseley Parish Council staff and members must ensure that:  

  • Data is processed fairly, lawfully and in a transparent manner 

This means that personal information should only be collected from individuals if staff have been  open and honest about why they want the personal information.  

  • Data is processed for specified purposes only 

This means that data is collected for specific, explicit and legitimate purposes only.  

  • Data is relevant to what it is needed for 

Data will be monitored so that too much or too little is not kept; only data that is needed should  be held.  

  • Data is accurate and kept up to date and is not kept longer than it is needed Personal data should be accurate, if it is not it should be corrected. Data no longer needed will  be shredded or securely disposed of.  
  • Data is processed in accordance with the rights of individuals 

Individuals must be informed, upon request, of all the personal information held about them.  

  • Data is kept securely 

There should be protection against unauthorised or unlawful processing and against accidental  loss, destruction or damage.  

Storing and accessing data 

Riseley Parish Council recognises its responsibility to be open with people when taking personal details from  them. This means that staff must be honest about why they want a particular piece of personal information.  

Riseley Parish Council may hold personal information about individuals such as their names, addresses, email  addresses and telephone numbers. These will be securely kept at the Riseley Parish Council Office and are  not available for public access. All data stored on the Riseley Parish Council Office computers are password  protected. Once data is not needed any more, is out of date or has served its use and falls outside the  minimum retention time of Councils document retention policy, it will be shredded or securely deleted from  the computer.

Riseley Parish Council is aware that people have the right to access any personal information that is held  about them. Subject Access Requests (SARs) must be submitted in writing (this can be done in hard copy,  email or social media). If a person requests to see any data that is being held about them, the SAR response  must detail:  

  • How and to what purpose personal data is processed  
  • The period Riseley Parish Council tend to process it for  
  • Anyone who has access to the personal data  

The response must be sent within 30 days and should be free of charge.  

If a SAR includes personal data of other individuals, Riseley Parish Council must not disclose the personal  information of the other individual. That individual’s personal information may either be redacted, or the  individual may be contacted to give permission for their information to be shared with the Subject.  Individuals have the right to have their data rectified if it is incorrect, the right to request erasure of the data,  the right to request restriction of processing of the data and the right to object to data processing, although  rules do apply to those requests.  

Confidentiality 

Riseley Parish Council Members and staff must be aware that when complaints or queries are made, they  must remain confidential unless the subject gives permission otherwise. When handling personal data, this  must also remain confidential. 

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