Last updated 22 May 2018
Protecting your privacy: Upper Marshwood Vale Neighbourhood Plan and Beneath the Vale magazine
This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here but we want you to be fully informed about your rights, and how we use your data.
For example, we will explain our magazine and neighbourhood plan databases.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
- Who are we?
The Upper Marshwood Vale Neighbourhood Plan – which we’ll refer to as ‘the NP’ in this document – is a community-based working group serving the Upper Marshwood Vale Parish Council. Its purpose is to consult the community and devise a neighbourhood plan which will be adopted by local government. Our aim is to ensure that Upper Marshwood Vale residents get the power to determine the shape and character of this Area of Outstanding Natural Beauty. The parish council has agreed with West Dorset District Council, that we should be allowed to prepare a Neighbourhood Plan.
Beneath the Vale is a quarterly magazine published by the Upper Marshwood Vale Parish Council and distributed free by post to all residents in the combined parishes. It is referred to as BTV in this document.
- Explaining the legal bases we rely on:
The law on data protection sets out several different reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
For example, when you tick a box to receive email newsletters, or request in writing to be sent copies of BTV.
When collecting your personal data, we’ll always make clear to you which data is necessary in connection with a particular service.
In certain circumstances, we need your personal data to comply with our contractual obligations.
For example, if you respond to the NP call for sites, we will need your name and address.
If the law requires us to, we may need to collect and process your data.
For example, we can pass on details of people involved in fraud or other criminal activity affecting the community to law enforcement.
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of devising the NP and publishing BTV, which do not materially impact your rights, freedom or interests.
For example, we may use your property address to send you copies of BTV, or NP questionnaires and news by post. These may include but are not limited to, notice of consultation events.
We also combine the feedback of many people who have responded to questionnaires to identify trends needs, priorities and goals for the NP.
We will use email communication where you have specifically requested that we do so.
- When do we collect your personal data?
When you visit our website and when you choose to respond to questionnaires or send feedback and comments.
When you engage with us on the BTV Facebook page.
When you contact us by any means with queries, complaints etc.
When you ask one of our team to email you information.
When you attend a consultation event.
When you fill in any forms, such as the call for sites.
When you book advertising with BTV.
When you’ve given a third-party permission to share with us the information they hold about you.
We collect data from publicly available sources (such as Companies House and the electoral register) when you have given your consent to share information or where the information is made public as a matter of law.
- What sort of personal data do we collect?
If you attend a consultation event, book an advertisement with us or respond to the call for sites we may collect some or all of the following: your name, title, job title, gender, ethnic origin, age, business address/home address, business name, size of business, company registered address, email, disability, access needs and telephone number.
Details of your interactions with us through consultation events, queries, complaints etc. For example, we may collect notes from our conversations with you, details of any complaints or comments you make, details of events you attended, and how and when you contact us.
To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country and telephone code where your computer is located, the web pages viewed during your visit, and any search terms you entered.
Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
- How and why do we use your personal data?
We want to give you the best possible service and listen and act on feedback from the local community we serve. The data privacy law allows this as part of our legitimate interest in understanding our readers and residents.
Of course, if you wish to change how we use your data, you’ll find details in the ‘What are my rights?’ section below.
Remember, if you choose not to share your personal data with us, or refuse certain contact permissions, we might not be able to include you in some activities.
For example, if you’ve asked us to let you know when we are next running a public consultation, we can’t do that if you’ve withdrawn your general consent to hear from us.
Here’s how we’ll use your personal data and why:
To respond to your queries, suggestions and complaints. Handling the information you sent enables us to respond. We may also keep a record of these to inform any future communication with us and to demonstrate how we communicated with you throughout. We do this on the basis of our contractual obligations to you, our legal obligations and our legitimate interests in providing you with the best service and understanding how we can improve our service to the local community.
With your consent, we will use your personal data to keep you informed by email, telephone and post about relevant events including consultations, local news and so on.
Of course, you are free to opt out of hearing from us by any of these channels at any time.
To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice. These service messages will not include any promotional content and do not require prior consent when sent by email. If we do not use your personal data for these purposes, we would be unable to comply with our legal obligations.
To administer any of our prize draws or competitions which you enter, based on your consent given at the time of entering.
To comply with our contractual or legal obligations to share data with law enforcement.
For example, when a court order is submitted to share data with law enforcement agencies or a court of law.
Sometimes, we’ll need to share your details with a third party who is providing a service (such as the independent consultant working with us on the NP). We do so to maintain our arrangement with you. Without sharing your personal data, we’d be unable to fulfil our purpose in preparing the NP. Other partners that we may share your data with include West Dorset District Council.
- How we protect your personal data
We know how much data security matters. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
Access to your personal data is password-protected.
We regularly monitor our system for possible vulnerabilities and attacks.
- How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and planning.
- Who do we share your personal data with?
We sometimes share your personal data with trusted third parties for evaluation and monitoring purposes.
For example, local authorities and our independent planning consultant.
Here’s the policy we apply to those organisations to keep your data safe and protect your privacy:
We provide only the information they need to perform their specific services.
They may only use your data for the exact purposes we specify.
We work closely with them to ensure that your privacy is respected and protected at all times.
If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
Sharing your data with third parties for their own purposes.
We will only do this in very specific circumstances, for example:
With your consent, given at the time you supply your personal data, we may pass that data to a third party for evaluation and monitoring purposes.
For fraud management, we may share information about fraudulent or potentially fraudulent activity. This may include sharing data about individuals with law enforcement bodies.
We may also be required to disclose your personal data to the police or other enforcement, regulatory or Government body, in your country of origin or elsewhere, upon a valid request to do so. These requests are assessed on a case-by-case basis and take your privacy into consideration.
For further information please contact Charles Somers or Ali Cameron using the details in item 10 below.
- What are your rights over your personal data?
An overview of your different rights. You have the right to request:
Access to the personal data we hold about you, free of charge.
The correction of your personal data when incorrect, out-of-date or incomplete.
That we stop using your personal data for direct marketing (either through specific channels, or all channels).
That we stop any consent-based processing of your personal data after you withdraw that consent.
Review by an NP/BTV committee member of any decision made based solely on automatic processing of your data (i.e. where no human has yet reviewed the outcome and criteria for the decision).
Right to be forgotten: Under Article 17 of the GDPR individuals have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.
You can contact us to request to exercise these rights at any time as follows:
To ask for your NP information please contact Charles Somers, The Old Rectory, Marshwood, DT6 5QJ email firstname.lastname@example.org
To access your BTV information please contact Cllr Ali Cameron, Blue Haze, Marshwood, DT6 5QB email email@example.com
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent:
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest:
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation.
We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Checking your identity:
If you have authorised a third party to submit a request on your behalf, we will ask them to prove they have your permission to act.
- How can you stop the use of your personal data for marketing?
There are several ways you can stop direct communications from us:
Email Charles or Ali using the addresses above.
Write to Charles or Ali using the addresses above.
Please note that you may continue to receive communications for a short period after changing your preferences while our systems are fully updated.
- Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns(opens in a new window; please note we can’t be responsible for the content of external websites)
- Any questions?
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that haven’t been covered, please contact Charles Somers or Ali Cameron, who will be pleased to help you.