Agenda for the Meeting of the Council Wednesday 1 st August 2018 at 7.30pm Clifford Village Hall

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1 Agenda for the Meeting of the Council Wednesday 1 st August 2018 at 7.30pm Clifford Village Hall This is your summons to the meeting of the Parish Council on the date above. If you are unable to attend, please notify me & send me any comments you wish to make on items on the agenda, in advance of the meeting. 1. To receive apologies and reasons for absence. 2. Crime Report 3. (a) To disclose or draw attention to any disclosable pecuniary interests for the purposes of Section 31 of the Localism Act 2011 and paragraphs 9-10 of the Members Code of Conduct. Also to declare any other significant interests which the Member wishes to declare in the public interest, in accordance with paragraphs of the Members Code of Conduct. (b) To give notification of any changes in the Members Register of Interests. 4. Public Participation: Each member of the public present may speak once for up to 5 minutes on any item. The council will take these representations into account when agenda items are discussed but is not required to make a response. The Chairman may direct that a question posed during this section may be answered by a member of the council, or by the clerk. This session will last for a maximum of 20 minutes after which members of the public will no longer be permitted to address the Council for the remainder of the meeting, unless specifically invited by the chairman. 5. To confirm the Minutes of the meeting held on 20 th June (enclosed white paper) 6. Chairman s Business 7. To receive the Clerk s report and decide further action where necessary. (verbal report) 8. Neighbourhood Plan Community Projects & CIL Funding: To receive an update on progress. 9. Lead Members & Committee Representatives, to consider actions required. 10. Planning matters a) Decisions known or received i) First floor extension to front incorporating alterations to garage/storage area to form habitable rooms; two storey and first floor rear extension; and single storey side extension. Westfield Lodge Westfield Lane - Approved b) To receive an update on Planning Applications considered by the Planning Working Group i) Single storey side extension 33 Low Way object ii) Single storey extension & extension of existing dormer window both at rear. 29 High Street support iii) Part two storey part single storey side/rear extension & first floor rear extension. 17 Lonsdale Meadows under consideration 11. Financial Matters a) To note the following payment received: i) CAHA (Contribution to Car Park Extension) b) To note that the following payment has been made by cheque: i) A1 Plant & Haulage (Crushed concrete for Allotment car park Min.18/27) Basic 660 VAT c) To confirm the following payments to be made by cheque i) Clerk s salary & expenses ii) HM Revenue & Customs (Tax on clerk s salary June 2018) iii) Wharfe Valley Garden Maintenance (Grass cutting) iv) Stephenson s Memorial Works (War Memorial Refurbishment Min. 17/177) Basic 665 VAT v) CAHA (Reimburse NSALG membership) vi) Yorkshire Water (Community Sports Ground) vii) KJE Services (cut hedge at Northways Min 18/99) viii) T. Blackmore (Reimburse for fence at Northways Min. 18/99) Basic 547 VAT d) To receive the Income & Expenditure Accounts to 30 th June (enclosed pink paper) 12. To consider an application for a grant towards the cost of refurbishing the pavilion at Boston Spa Bowling Club. (enclosed yellow paper) 13. To agree the following GDPR policies & procedures: a) Data Protection & Security Policy b) General Privacy Notice 14. Correspondence Update (other than that relating to specific agenda items) 15. Other reports/notification of items for next/future meetings; To note that any reports/agenda items for the Meeting to be held on 19 th September 2018 need to be with the clerk by Tuesday 11 th September Peter Seed, clerk 24 th July 2018

2 Minutes of the Meeting of the Council Wednesday 20 th June 2018 at 7.30 p.m. Clifford Village Hall Present: Councillors N. Fawcett (Chairman), G. Allan, T. Blackmore, D. Hill, C. Lund, O. Milligan, P. O Brien, S. Park, A. Shaw In Attendance: P Seed (Clerk), 2 PCSOs Ward Councillor: Cllr. Alan Lamb 18/90 Apologies for absence: None 18/91 Crime Report The PCSO reported that there had been 3 crimes in May. PCSOs are aware of the increase in anti-social behaviour & are dealing with incidents. They are aware that drug usage is often involved. It was noted that a public order offence had been reported on 15 April but there had been no follow up from the police. 18/92 Declarations of Interest & Notifications of changes in the Members Register of Interest. None. 18/93 Public Participation Session Cllr Lamb reported that Boston High School has been granted permission to become an academy. 18/94 The Minutes of the meeting held on 16 th May 2018, previously circulated, were confirmed and signed by the Chairman. 18/95 The unconfirmed Minutes of the Annual Parish Meeting held on 16 th May 2018 were received. 18/96 Chairman s Business. The Chairman congratulated Clifford Football Club for achieving promotion & the success of the junior teams in cup competitions. 18/97 Clerk s Report. It had been ascertained that permission was not required for the refurbishment of the lettering on the War Memorial. Leeds City Council have been asked to provide a map of 20mph proposals to include the whole of Clifford & for the proposals for Boston Spa. Cllr Lamb asked that he be copied into any follow up . 18/98 Neighbourhood Plan Community Projects. St Edwards Wood: Nearby residents have been asked to give their views on how the site should be developed as an open space. Traffic Plan: Large village plan has been obtained & work is progressing. 18/99 Lead Members & Committee Representatives Received: i. Northways: It appeared that the original fence was the responsibility of the buffer zone land owner. It was agreed to have the hedge cut back and a metal fence erected along the length of the buffer zone which adjoins the car park at a budget cost of 850. Cllr Blackmore to obtain quotes for the installation of a height barrier across the entrance to the car park. ii. War Memorial: Refurbishment has been completed. The names have been blacked but are smudged. Clerk to write & express concerns. iii. Playground: Swing seats are fouled by birds. Record have advised that there would be a health & safety issue in installing anti-bird spikes as the children may rip them off & misuse them. iv. Allotment: 500 grant received from Leeds City Council for car park work. Area dug out & crushed stone is being delivered. v. Web Site: addresses are ready for use. Instructions to be provided on setting it up on clients. News items can now be received automatically. 18/100 Planning Matters Received: verbal reports that a) Decisions known or received - None b) Planning Applications considered by the Planning Working Group i) Single storey side extension 33 Low Way under consideration ii) Single storey extension & extension of existing dormer window both at rear. 29 High Street under consideration

3 c) It was noted that the Chief Planning Officer had refused to pursue any action in relation to the boundary wall at Cherry Tree Cottage. Cllr Lamb agreed to put forward the case for enforcement and, if there was no resolution, to arrange a meeting between Tim Hill & Councillors to attempt to resolve the issue. d) Appeal lodged against enforcement order to revert back to 3 units at Charis House (Old School Buildings). e) Correspondence had been received from M&G re the Parlington development. 18/101 Financial Matters a) It was noted that the following receipts had been received: i) Santander Business Bond Interest November ii) HMRC VAT Repayment 2017/18 2, iii) Clifford Football Club (Northways drainage contribution) 6, b) The following payments were confirmed to be made by cheque: i) Clerk s salary & expenses ii) HM Revenue & Customs (Tax on clerk s salary June 2018) iii) P. Seed (reimburse for PAYE May 2018) iv) P. Seed (Reimburse for printer paper) v) Wharfe Valley Garden Maintenance (Grass cutting) vi) Hullah Contractors (Northways pitch drainage) Basic VAT 1, , vii) Clifford Village Hall (Reimburse for playground insurance) viii) NALC (LCR Magazine subscription) /102 Stables Lane development. It was resolved to make a contribution of 2,000 to the Stables Lane Development from the Shires Grove CIL funds. The payment to be made in May /103 Woodland area at Northways. Footpath needs refurbishing & edging & tree bark needs replacing. Overhanging tree branches need cutting back. Quotes to be obtained. 18/104 Clifford Community Sports Ground Lease It was noted that the proposed lease was based on the Northways lease. It was resolved to lease the Clifford Community Sports Ground to Clifford Amateur Football Club for a period of 30 years commencing 1 July [Cllr Lund left the meeting] 18/105 Refurbishment of the facilities at the Clifford Community Sports Ground Councillors noted that CCTV & other security measures would be required. It was resolved to agree the quotation from S.C.H. Construction of 38,265 for the refurbishment of the building & the purchase of the fittings up to a value of 44, /106 Ownership of the defibrillator at the Village Hall It was resolved to take on the ownership of the defibrillator. 18/107 Position of the Clerk a) It was resolved to exclude members of the public and press during the consideration of the following item by reason of the personal nature of the information to be considered. b) It was noted that, for health reasons, the clerk had tendered his resignation. It was agreed to set up a working group to advertise, interview & make a recommendation for the position. Working Group to consist of Chairman, Vice-Chairman & Cllr. Allan. 18/108 Correspondence Update (other than that relating to specific agenda items) The Clerk Magazine Clerk & Councils Direct Magazine Open Spaces Magazine 18/109 Other reports/notification of items for next/future meetings It was noted that any reports/agenda items for the meeting to be held on 1 August 2018 need to be with the clerk by Tuesday 24 th July 2018 There being no further business, the Chairman declared the meeting closed at 9.45pm. Signed..Chairman Date

4 CLIFFORD PARISH COUNCIL INCOME & EXPENDITURE AGAINST BUDGET 2018/19 AS AT 30 JUNE 2018 Budget Actual INCOME Revenue Income Total Income Income To Date % To Date Precept 24,000 24,000 24,000 LCTS Grant Footpaths Grant VAT Refund from 2017/18 2,539 2,539 2,539 Allotment Rents Allotment Bonds Interest Charity Collections CIL Funds (Shires Grove) 101, ,700 50,850 Miscellaneous Total Income 101,700 29, ,984 79,146 60% Earmarked Fund Balances Clifford in Bloom 926 (as at 01/04/2018) Northways 9,717 Play area 22,193 Parish Repairs & Improvements 5,107 Parish Celebrations 827 St Edwards Wood Greenspace 13,126 Allotment Fund 3,074 CIL Funds (Shires Grove) 0 Allotment Bonds 1,025 Total Earmarked Funds 55,995 Earmarked Funds Budget Actual Budgeted Transfer to Expenditure Revenue Total Budget Expend. % To Budget EXPENDITURE Fund from Fund Expenditure Expend. To Date Date remaining Employees Clerk's Salary 6,055 6,055 1,562 26% 4,493 Running Costs Office & expenses Insurance (general) Audit & bank fees Seminars, training etc Subscriptions Total Running Costs 2,586 2,586 1,122 43% 1,464 Promotion & Publicity Outlook Articles & Advert Clifford Directory Website Total Promotion & Publicity % 642 Open Space Maintenance Northways Village Hall & Play area 2,250 2, Footpaths 1,335 1, St Edwards Wood Greenspace , Comm. Sports Ground Maint Litter collection Total Open Space Maintenance 803 5,148 5, % 5,082 Upkeep of Local Facilities Allotments Refund of Allotment Bonds Play Area 2, , Village Hall - Loan 4,528 4,528 2,280 Comm. Sports Ground Dev Clifford In Bloom General Upkeep Total Upkeep of Local Facilities 2,650 2,326 5,428 7,754 2,493 32% 5,261 Community Grants Support for Local Groups 1,000 1,000 0 Charitable Donations Total Community Grants 1,500 1, % 1,500 Neighbourhood Plan Projects (not CIL Funded) CIL Funded Projects Mains Electricity to CCSG 33,000 33,000 Building Refurb CCSG 37,000 37,000 Car Park Improvement CCSG 14,500 14,500 Village Hall Extension 0 Traffic Management Plan Total CIL Funded Projects 85,100 85,100 Parish Celebrations Remembrance Service Christmas Service Total Parish Celebrations % 830 VAT 17,500 17,500 1,247 7% TOTAL EXPENDITURE 2,650 88,229 39, ,068 7,443 6% 120,625

5 INCOME & EXPENDITURE TRANSACTIONS AS AT 30 JUNE 2018 RECEIPTS BALANCES AT 31/03/16 A Current Santander Bond Funds 9, , , , Bank state't Date From whom Min No. Budget Heading Amount Excl. VAT VAT Total Current Santander Bond /04/18 Precept (Leeds City Council) 18/67 (a) i BACS Precept , , /04/18 LCTS Grant (Leeds City Council) 18/67 (a) ii BACS LCTS Grant / /04/18 Santander Business Acc Interest 18/84 (a) vi BACS Interest /05/18 CIL Payment 15% (Leeds City Council) 18/84 (a) i BACS CIL Funds (Shires Grove) , , /05/18 CIL Payment 10% (Leeds City Council) 18/84 (a) ii BACS CIL Funds (Shires Grove) , , /05/18 Footpaths P3 Grant (leeds City Council) 18/84 (a) iii BACS Footpaths Grant /05/18 Plot 20B Bond 18/84 (a) iv Allotment Bonds /05/18 Plot 20B Rent (Half Plot) 18/84 (a) iv Allotment Rents N/A 01/06/18 Santander Business Bng Bond Interest November /101 (a) i Interest /06/18 VAT Refund from 2017/18 18/101 (a) ii BACS VAT Refund from 2017/ , , /06/18 CAHA (Car Park Grant from LCC) BACS Miscellaneous Running total , , Management Report (Balancing Check) 79, PAYMENTS Bank state't Date Particulars Min No. Chq. No. Budget Heading Amount VAT V Total A Current Santander Bond /04/18 P. Seed (Salary) 18/67 (b) i 1882 Clerk's Salary /04/18 P. Seed (HMRC PAYE Reimburse) 18/67 (b) ii 1882 Clerk's Salary /04/18 T. Blackmore (reimburse CCSG work) 18/67 (b) iii 1883 Comm. Sports Ground Dev /04/18 YLCA (GDPR Training Course) 18/67 (b) iv 1884 Seminars, training etc /04/18 PWLB (Village Hall roof loan) 18/67 (c) BACS Village Hall - Loan , , /05/18 Clifford FC (reimburse for CCSG paid by T. Blackmore) 18/84 (a) v Comm. Sports Ground Dev (482.24) (482.24) /05/18 P. Seed (Salary) 18/84 (b) i 1885 Clerk's Salary /05/18 P. Seed (Reimburse 2nd class stamps) 18/84 (b) iii 1885 Office & expenses /05/18 Came & Co. (Insurance 2018/19) 18/84 (b) iv 1886 Insurance (general) /05/18 Yorkshire Water (Clifford Comm. Sports Ground) 18/84 (b) v 1887 Comm. Sports Ground Maint /05/18 Open Spaces Society Subs. 18/84 (b) vi 1888 Subscriptions /05/18 Clifford Outlook (Chairman's Report & Accounts) 18/84 (b) vii 1889 Outlook Articles & Advert /06/18 P. Seed (Salary) 18/101 (b) i 1890 Clerk's Salary /06/18 P. Seed (HMRC PAYE Reimburse June) 18/101 (b) ii 1890 Clerk's Salary /06/18 P. Seed (HMRC PAYE Reimburse May) 18/101 (b) iii 1890 Clerk's Salary /06/18 P. Seed (Reimburse printer paper) 18/101 (b) iv 1890 Office & expenses /06/18 Wharfe Valley Garden Maintenance (Grass Cutting) 18/101 (b) v 1891 Village Hall & Play area /06/18 Wharfe Valley Garden Maintenance (Grass Cutting) 18/101 (b) v 1891 St Edwards Wood Greenspace /06/18 Wharfe Valley Garden Maintenance (Grass Cutting) 18/101 (b) v 1891 Footpaths /06/18 Wharfe Valley Garden Maintenance (Grass Cutting) 18/101 (b) v 1891 Northways /06/18 Hullah Contractors (Drainage Work) 18/101 (b) vi 1992 Northways , , , /06/18 Clifford Village Hall (Playground insurance) 18/101 (b) vii 1893 Play Area /06/18 NALC (LCR Magazine Subscription) 18/101 (b) viii 1894 Subscriptions /06/18 Clifford AFC (Reimburse Northways Drainage) 18/101 (a) iii Northways (6,002.00) (6,002.00) TOTALS , Management Report (Balancing Check) Current Santander NET BALANCES 81, , mth Bond 12 mth Bond 26, Funds 134,915.63

6 Current Account - Bank Reconciliations Date Statement No: Statement Date 08/05/ /05/18 Balance as per statement 61, Balance as per cashbook Add Cheques not cleared at statement date: Total 0.00 Cheques not cashed at statement date Total Balance 61, Date Statement No: Statement Date 09/06/ /06/18 Balance as per statement 81, Balance as per cashbook Add Cheques not cleared at statement date: Total 0.00 Cheques not cashed at statement date Total Balance 81, Date Statement No: Statement Date 05/07/ /07/18 Balance as per statement 81, Balance as per cashbook Add Cheques not cleared at statement date: 1, Total Total Balance 81,

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14 C l i f f o r d P a r i s h C o u n c i l Your personal data what is it? GENERAL PRIVACY NOTICE Personal data is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, address, or address). The processing of personal data is governed by legislation. Who are we? This Privacy Notice is provided to you by the Clifford Parish Council which is the data controller for your data. Other data controllers the council works with: Leeds City Council Community groups Charities Other not for profit entities Contractors Credit reference agencies] We may need to share your personal data we hold with them so that they can carry out their responsibilities to the council. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the council and the other data controllers may be joint data controllers which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller. A description of what personal data the council processes and for what purposes is set out in this Privacy Notice. The council will process some or all of the following personal data where necessary to perform its tasks: Names, titles, and aliases, photographs; Contact details such as telephone numbers, addresses, and addresses; Where they are relevant to the services provided by a council, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants; The council will comply with data protection law. This says that the personal data we hold about you must be: Used lawfully, fairly and in a transparent way. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes. Relevant to the purposes we have told you about and limited only to those purposes. Accurate and kept up to date. Kept only as long as necessary for the purposes we have told you about. Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure. We use your personal data for some or all of the following purposes: To deliver public services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services; To confirm your identity to provide some services; To contact you by post, , telephone or using social media (e.g., Facebook, Twitter, WhatsApp); To help us to build up a picture of how we are performing; To prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions; To enable us to meet all legal and statutory obligations and powers including any delegated functions;

15 To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury; To promote the interests of the council; To maintain our own accounts and records; To seek your views, opinions or comments; To notify you of changes to our facilities, services, events and staff, councillors and other role holders; To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives; To process relevant financial transactions including grants and payments for goods and services supplied to the council To allow the statistical analysis of data so we can plan the provision of services. Our processing may also include the use of CCTV systems for the prevention and prosecution of crime. What is the legal basis for processing your personal data? The council is a public authority and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council s statutory functions and powers. Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people using the council s services. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the council s obligations to you. We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the use of sports facilities, or the acceptance of an allotment garden tenancy Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use. Sharing your personal data This section provides information about the third parties with whom the council may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary): The data controllers listed above under the heading Other data controllers the council works with ; Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our database software; On occasion, other local authorities or not for profit bodies with which we are carrying out joint ventures e.g. in relation to facilities or events for the community. How long do we keep your personal data? We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed. Your rights and your personal data You have the following rights with respect to your personal data: When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights. 1) The right to access personal data we hold on you

16 At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month. There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee. 2) The right to correct and update the personal data we hold on you If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated. 3) The right to have your personal data erased If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold. When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation). 4) The right to object to processing of your personal data or to restrict it to certain purposes only You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data. 5) The right to data portability You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request. 6) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained You can withdraw your consent easily by telephone, , or by post (see Contact Details below). 7) The right to lodge a complaint with the Information Commissioner s Office. You can contact the Information Commissioners Office on or via or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Transfer of Data Abroad Any personal data transferred to countries or territories outside the European Economic Area ( EEA ) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas. Further processing If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing. Changes to this notice We keep this Privacy Notice under regular review and we will place any updates on: This Notice was last updated in February Contact Details Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at: The Data Controller, Clerk clerk@clifford-pc.org.uk

17 CLIFFORD PARISH COUNCIL - DATA PROTECTION & SECURITY POLICY Clifford Parish Council (The Council) recognises its responsibility to comply with the General Data Protection Regulation This regulates the use of personal data which is defined as information which can identify a living individual. THE GENERAL DATA PROTECTION REGULATION: The General Data Protection Regulation 2018 says that the information provided to people about how we process their personal data must be concise, transparent, intelligible and easily accessible. When dealing with personal data, The Council will ensure that it is: Processed fairly, lawfully and in a transparent manner in relation to the data subject. Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed. Accurate and, where necessary, kept up to date. Kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed. Processed in a manner that ensures appropriate security of the personal data including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures. INFORMATION COLLECTION The 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 information. If, for example, a member of the public gives their phone number to staff or a member of The Council, this will only be used for the purpose it has been given and will not be disclosed to anyone else. Data may be collected via the Parish Council s website the Contact Us form or ing News form. The webpages for both forms contain policy statements about how the data will be stored and used. INFORMATION STORAGE The Council may hold information about individuals such as their addresses and telephone numbers. These are kept in a secure location at the clerk s place of residence and are not available for the public to access. All data is stored on a computer which is password protected, runs the latest version of the operating system and anti-virus software. Once data is no longer required, it will be shredded and/or deleted from the computer. Councillors must not retain personal information any longer than is necessary to deal with the issue raised. Correspondence, in either paper or digital format, should be passed to the clerk.

18 RIGHTS OF INDIVIDUALS Anyone has the right to access their personal information. On receipt of such a request The Council will, within one month, supply the following: A copy of the information Reason(s) for the retention of the information Who has access to the information Source of the information Requests that are manifestly unfounded or excessive may be refused or a charge made. Anyone has the right to have their personal information corrected. This will be carried out within two weeks of receipt of the request. Anyone may request that their personal information be erased or destroyed. The Council will either confirm that the request has been complied with or provide a reason why it has been retained e.g. compliance with a legal obligation. UNAUTHORISED DISCLOSURE In the event of a data breach, the clerk will, as a matter of urgency, carry out an investigation and inform The Council of the how the security systems failed and what corrective action has been taken.