Sunningdale Parish Council is classed under the Data Protection Act 2018 as the data controller, please see specific contact details below. This means it decides how your personal data is processed and for what purposes
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To ensure transparency on the length of time the council will retain data, the full list of Record retention is available to read here – Sunningdale Parish Council – Record Retention Schedule 2018
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the council’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
Sunningdale Parish Council complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data. We use your personal data for the following purposes:
We might share information with the borough council or emergency services where we consider this would be necessary or helpful. We would seek your explicit consent to this other than where such sharing was considered necessary in an emergency or for health and safety reasons.
If you write to us your letter will be in the public domain unless you make it clear you do not wish it to be and we are able to justify confidentiality under the relevant legislation (this is very unlikely to be the case in planning matters).
Your contact details may be passed to survey contractors to carry out surveys. This could be as part of a Community process. These contractors will use your details only for that purpose and will then delete them.
If you are in debt to us, we may give other people information for the purposes of recovering the debt.
Your information may be used to detect and prevent fraud in respect of public funding and we may release information to the police and other law enforcement agencies for crime prevention and detection purposes if required to do so.
Sunningdale Parish Council conforms to external regulations in relation to retention of data, the full list of what data is retained and for what length of time is available here.
Outside of the regulations, we will keep your data for the period required to complete an enquiry, the term of the lease or until the action is completed. Data will then be removed permanently.
We will publish on our website any changes we make to our data protection/information management policies and notify you by other communication channels where appropriate.
Where you exercise your right to removal of your personal data, we will continue to maintain a core set of personal data to ensure we do not contact you inadvertently in future. We may also need to retain some financial records about you for statutory purposes (e.g. anti-fraud and accounting matters). The ‘right to be forgotten’ is a qualified right and the public interest test will always be applied when a request for deletion of personal data is made.
You are entitled to know what personal information the council holds about you and how that information is processed. You are entitled to ask for your personal data to be corrected where you believe it is inaccurate. You are entitled to withdraw your consent to the processing of your personal data by the council.
However, if the processing is necessary to provide you with the service (or information) you have requested then withdrawal may mean you will not receive that service or information. We will make it clear if this is the case and discuss your concerns directly with you before we stop processing your data.
Please make any requests or complaints to:
The Data Protection Officer, Sunningdale Parish Council, The Pavilion, Broomhall Lane, Sunningdale. SL5 0QS. Info@sunningdaleparish.org.uk.
If you are dissatisfied with the handling of your request or complaint, you have a right to appeal to the Information Commissioner. There is no charge for making an appeal. Contact details are:
The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF