Privacy policy

Sandwich Town Council Privacy Policy

Adopted: 29.01.24 Review due: 01.25

Our contact details

Name: Sandwich Town Council

Address: The Guildhall, Cattle Market, Sandwich, CT13 9AH

Phone Number: 01304 617197

E-mail: [email protected]

Website: www.sandwichtowncouncil.gov.uk

Main point of contact for Data Protection matters is the Town Clerk at the contact details above who is the designated Data Protection Officer for the Council.

The type of personal information we collect

We currently collect and process the following information:

• Personal identifiers, contacts, and characteristics (for example, name and
  contact details, including email address).
• This list is not exhaustive but covers most of the type of data collected.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• You have accessed our Services via our website, by telephone, by email or
  by mail.

We use the information that you have given us in order to:

• Provide, improve, and maintain our services
• To notify you about changes to our services
• To provide customer support
• To gather analysis or valuable information so that we can improve our services
• To monitor the usage of our services
• To provide you with news, events information, and updates on projects
• If you are accessing our services and provided consent to process your individual information, then you can opt out of receiving any communication from us by contacting us by email or in writing.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You are able to remove your consent at any time. You can do this by contacting the Town Clerk, Gill Gray – email address:
[email protected] or write to Sandwich Town Council, The Guildhall, Sandwich, CT13 9AH.

(b) We have a contractual obligation.

(c) We have a legal obligation.

(d) We have a vital interest.

(e) We need it to perform a public task.

(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored at The Guildhall, Cattle Market, Sandwich, CT13 9AH. The security of your data is important to us but remember that no method of transmission over the internet, or method of electronic storage is 100% secure. Whilst we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.

Information is stored in locked filing cabinets when it involves hard copies; this is disposed of by shredding where our Retention Policy stipulates.

We keep your basic personal data for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example if we are required to retain your data to comply with applicable laws), resolve disputes and enforce our legal agreements and policies. Our email services are provided by Microsoft Office 365 and as such we may store your information with them. We retain the rights, title, and interest in the data we store in Office 365. Microsoft will not share your data for advertising purposes or use your data except for purposes consistent with providing our cloud services.

We will then dispose of your information by deleting from our records on computers.

Cookies

Category	Cookie Name	Purpose
Necessary Cookies	PHPSESSID	Necessary cookies enable core functionality. The website cannot function properly without these cookies, and can only be disabled by changing your browser preferences.
Necessary Cookies	aubergine_cookie_consent	Necessary cookies enable core functionality. The website cannot function properly without these cookies, and can only be disabled by changing your browser preferences.
Necessary Cookies	close_site_notice	Necessary cookies enable core functionality. The website cannot function properly without these cookies, and can only be disabled by changing your browser preferences.
Necessary Cookies	_GRECAPTCHA	Necessary cookies enable core functionality. The website cannot function properly without these cookies, and can only be disabled by changing your browser preferences.

Your data protection rights

Under data protection law, you have rights including:

• Your right of access – You have the right to ask us for copies of your personal information
• Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
• You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at email address – [email protected], or phone 01304 617197 or write to: Sandwich Town Council, Cattle Market,
Sandwich, CT13 9AH if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at Sandwich Town Council by email – [email protected] or write to Sandwich Town Council, The Guildhall, Cattle Market, Sandwich, CT13 9AH with any data protection
queries.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk