HANNINGTON PARISH COUNCIL

Privacy Notice — GDPR and Data Protection (replaces the 'HPC Privacy Statement;, formerly a separate document). 

Reviewed and updated: May 2026  |  Next review due: May 2027

Hannington Parish Council (HPC) is registered with the Information Commissioner's Office (ICO) as a Data Controller. All councillors and the Clerk are committed to protecting and respecting your privacy, and to handling your personal information in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).

This Privacy Notice explains what personal information we may collect about you, why we collect it, how we use it, and what rights you have in relation to it.

What personal information do we collect?

When we carry out parish council work on your behalf, we may need to collect and use personal information about you. This may include:

•Your name

•Your address

•Your contact details (telephone number and/or email address)

•Your signature (for example, on correspondence)

•Details of family members, where relevant to a matter you have raised

•Any other information you choose to provide to us in connection with your enquiry

How do we collect your personal information?

We may collect information from you in a variety of ways, including:

•When you contact us by telephone, letter or email

•When we meet with you in the community or at a parish council meeting

•When you submit an enquiry or complaint via our website (www.hannington-hants-pc.gov.uk)

•When you subscribe to receive council news or updates by email

Our lawful basis for collecting and using your information

We are required by law to have a lawful basis for collecting and using your personal information. Depending on the circumstances, we will rely on one or more of the following:

•Your consent — where you have given us clear permission to use your information for a specific purpose. You may withdraw your consent at any time by contacting the Clerk (see contact details below).

•Legitimate interests — where it is necessary for us to use your information to carry out our role as a parish council, for example to deal with a resident enquiry or complaint.

•Vital interests — in exceptional circumstances, where it is necessary to protect your safety or that of another person.

•Legal obligation — where we are required by law to process your information.

In exceptional cases, and only where strictly relevant, we may need to collect special category information — for example, information about your health, religious beliefs or ethnic background. We will only do so where you have given your explicit consent, or where permitted by law (for example, where necessary to protect vital interests or for reasons of substantial public interest).

What will your personal information be used for?

We will use your personal information only for the purpose for which it was collected, which will typically be:

•To investigate and respond to your request for advice, guidance or information

•To investigate or respond to an enquiry or complaint you have raised with us

•To contact relevant authorities, organisations or councillors on your behalf where necessary to progress your matter

Will your personal information be shared?

In order to deal with matters you raise with us, it may be necessary to share your information with other organisations. These may include local authority officers or councillors (at borough, county or parish level), central government departments, MPs, emergency services, or voluntary organisations. We will only share the minimum information necessary and will not share your information for any other purpose.

How long will we keep your personal information?

We will retain your personal information for as long as is necessary to deal with your matter, and in accordance with our Data Retention Policy (available on our website). As a general guide, correspondence and case-related information is typically retained for up to six years, though this may vary depending on the nature of the matter.

At the end of the council's term of office, any personal information held will either be passed to the appropriate incoming council representative or securely destroyed by the Clerk.

Is your information stored or processed outside the UK?

Hannington Parish Council uses a small number of approved cloud-based services to store and process council information, including Microsoft 365 (which uses data centres within the UK and European Economic Area) and Dropbox. These services are provided via NALC/HALC-recommended suppliers and are operated in accordance with UK GDPR requirements.

We do not knowingly transfer your personal data outside the UK except where this occurs automatically as part of these approved cloud services. Where any transfer outside the UK takes place, it is subject to appropriate safeguards as required by the Data Protection Act 2018.

Your information rights

Subject to certain legal exemptions, you have the following rights in relation to the personal information we hold about you:

•The right to be informed about how your data is being used

•The right to access a copy of the personal information we hold about you

•The right to have inaccurate information corrected

•The right to have your personal information erased ('the right to be forgotten')

•The right to restrict our processing of your personal information

•The right to object to the processing of your personal information

•The right to data portability (to receive your data in a portable format)

To exercise any of these rights, please contact the Clerk using the details below. We will respond to your request as soon as possible and within one month. We may not be able to fulfil your request in full if the information is subject to a legal exemption.

Concerns and complaints

If you have a concern about the way we collect or use your personal data, please raise it with us in the first instance by contacting the Clerk. We will do our best to address your concern promptly.

You also have the right to make a complaint to the Information Commissioner's Office (ICO) at any time:

•Website: https://ico.org.uk/make-a-complaint/

•Helpline: 0303 123 1113

Contact details

Clerk to Hannington Parish Council

Email: [email protected]

Website: www.hannington-hants-pc.gov.uk

 

ICO Registration Number: ZB517714

 

Page last reviewed: May 2026  |  Next review: May 2027