Laverstoke & Freefolk Parish Council (“the Council”) is committed to protecting the privacy and security of personal data. This Privacy Policy explains how the Council collects, uses, stores, and protects personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller
The Council is the Data Controller for the personal data it processes.
Contact:
Clerk/RFO
Parish Office
Lady Rose Hall
Laverstoke Lane
Laverstoke
Whitchurch
Hants
RG28 7NY
clerk@laverstokeandfreefolk.org.uk
07725 368012
What Personal Data the Council Collects
The Council may collect and process the following personal data:
- Contact details: name, address, email, telephone number
- Correspondence relating to enquiries, complaints, or requests
- Financial data for payments, grants, salaries, and contracts
- Employee and councillor information
- Consultation responses and public comments
- Venue hire, or event records (where applicable)
- Supplier and contractor information
The Council only collects data necessary for its lawful functions.
How the Council Uses Personal Data?
Personal data is used to:
- Respond to enquiries and correspondence
- Manage services such as hall bookings, community site activities, events, or grants
- Administer finances, payroll, and payments
- Publish legally required information (e.g. councillor details, minutes)
- Consult with the public and fulfil statutory duties
- Manage contracts, suppliers, and service delivery
- Comply with legal obligations and audit requirements
- Provide village eNewsletter to subscribers
Lawful Bases for Processing
The Council processes personal data under the following bases:
- Public task – performing statutory duties and delivering services
- Legal obligation – compliance with laws, regulations, and audit requirements
- Contract – where processing is necessary for a contract or service agreement
- Consent – for eNewsletter when freely given. Otherwise only where required and freely given
- Vital interests – rare cases concerning health or safety
- Legitimate interests – mainly for employment or administrative purposes
Sharing Personal Data
Personal data may be shared with:
- Contractors and service providers working for the Council
- External auditors
- Government bodies (e.g., HMRC)
- Emergency services if required
- Other authorities where legally required
Where data is shared, appropriate safeguards are applied.
The Council never sells personal data.
Retention of Data
Personal data is retained only for as long as necessary and in accordance with recognised local government retention schedules.
When no longer required, data is securely deleted or destroyed.
How Personal Data Is Stored and Secured
The Council takes appropriate technical and organisational measures to protect personal data.
For details see Laverstoke & Freefolk IT Policy.
Councillors and staff are required to handle data securely.
Your Rights
Individuals have the following rights under the UK GDPR:
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure (where applicable)
- Right to restrict processing
- Right to object
- Right to data portability (rarely applicable to councils)
Requests should be made to the Clerk/RFO. The Council will respond within one month unless an extension is legally permitted.
Cookies
The Council’s website may use cookies to improve user experience.
Users can control or block cookies via their browser settings.
Data Breaches
The Council will record and investigate all data breaches.
If a breach creates a risk to individuals’ rights and freedoms, the Council will notify:
- The Information Commissioner’s Office (ICO) within 72 hours
- Affected individuals where there is a high risk of harm
A Data Breach Policy and Log are maintained.
Complaints
If you have concerns about how your data is handled, contact the Clerk/RFO in the first instance.
You also have the right to complain to the Information Commissioner’s Office:
ICO Website: www.ico.org.uk
ICO Helpline: 0303 123 1113
Review of the Policy
This Privacy Policy will be reviewed annually or sooner if legislation or Council procedures change.
This Privacy Policy was approved by Laverstoke & Freefolk Parish Council on: 9 Dec 2025