Privacy Policy

West Dereham Parish Council

Adopted: [Date]
Review Date: [Date]

West Dereham Parish Council (“the Council”, “we”, “us”, or “our”) is the data controller for the personal data you provide through this website or directly to the Council.

Contact Details:
Clerk to the Council: Rob Shaw
Address: 60 Small Lode, Upwell, Wisbech, Norfolk, PE14 9BG
Email: Clerk@westderehamparishcouncil.uk
Telephone: 01366 666782

We are committed to protecting your privacy and handling your personal information transparently and lawfully in accordance with:

• The UK General Data Protection Regulation (UK GDPR)
• The Data Protection Act 2018
• The Privacy and Electronic Communications Regulations (PECR)
• 
   

We may collect and process the following types of personal data:

• Name
• Address
• Email address
• Telephone number
• Details included in correspondence or enquiries
• Information submitted in forms (e.g. complaints, consultations, grant applications)
   

• Electoral roll information (where lawfully provided)
• Meeting attendance records
• Financial information relating to payments or grants
• Employment-related data (where applicable)
   

• IP address
• Browser type
• Pages visited
• Date and time of access
   

This information may be collected through cookies (see Section 8).

We use your personal data to:

• Respond to enquiries and correspondence
• Deliver statutory functions and public services
•  Process payments and grants
• Administer parish council meetings and agendas
• Maintain financial records
• Comply with legal obligations
• Improve our website and services
   

We will only use your information where we have a lawful basis to do so.

Under UK GDPR, we rely on the following lawful bases:

• Public Task – to perform official functions and tasks in the public interest
• Legal Obligation – to comply with statutory requirements
• Consent – where you have given clear permission
• Contract – where processing is necessary for a contract
   

We do not sell your personal data.

We may share information where necessary with:

• Borough/District Council -Borough Council of King's Lynn
• Norfolk County Council (if applicable)
• Government bodies or regulators
• Law enforcement agencies
• Professional advisors (e.g. auditors)
• IT service providers who host or maintain our website
   

Any third parties are required to keep your information secure and confidential.

We take appropriate technical and organisational measures to safeguard your data, including:

• Secure email systems
• Password-protected files
• Locked filing systems
• Limited access to authorised personnel only
   

We retain personal data only for as long as necessary and in line with recognised local council retention guidelines.

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request erasure (in certain circumstances)
• Restrict processing
• Object to processing
• Request data portability (where applicable)
• Withdraw consent (where consent is the basis)
   

To exercise your rights, contact the Clerk using the details above.

Our website may use cookies to:

• Improve functionality
• Analyse website traffic
• Remember user preferences
   

You can control or delete cookies through your browser settings.

If we use non-essential cookies, we will request your consent before placing them.

If you are unhappy with how we handle your personal data, please contact us first so we can resolve your concern.

You also have the right to lodge a complaint with:

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Website: https://www.ico.org.uk
Telephone: 0303 123 1113

We may update this Privacy Policy from time to time. The latest version will always be available on our website.