GDPR Statement
GDPR Statement
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. Gosberton Parish Council has also notified the Information Commissioner that it holds personal data about individuals.
When dealing with personal data, Gosberton 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/deleted 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
Gosberton 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.
Gosberton 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 Gosberton Parish Council postal address and are not available for public access. All data stored on the Gosberton Parish Council Office computers are password protected. Once data is not needed anymore, is out of date or has served its use and falls outside the minimum retention time of Councils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.
Gosberton 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 Gosberton Parish Council tend to process it for
• Anyone who has access to the personal data
The response must be sent within one month and should be free of charge.
If a SAR includes personal data of other individuals, Gosberton 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.
Please see “Subject Access Request Procedure” for more details.
Confidentiality
Gosberton 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.
Gosberton Parish Council reserve the right to extend the time to respond by up to a further two months if the request is complex or we have multiple requests from the individual. In line with ICO guidence
Adopted by Council on 2nd October 2023