Privacy Policy

Parish Council’s Privacy Policy

Laverstoke and Freefolk Parish Council respects the privacy of all the electors that it serves as well as that of its employees, local sports clubs and charities, businesses that it deals with, Borough and County Councils and all others.

This privacy policy explains how we comply with the GDPR (General Data Protection Regulation), the DPA (Data Protection Act) and the PECR (Privacy and Electronic Communications Regulations).

What Data is collected and how is it used?

The PC processes personal data (which may include name, email, address, telephone number and payment details) to:

  • receive/respond to elector enquiries
  • communicate with local clubs, charities, businesses, Borough and County councils 
  • communicate with and pay our suppliers 
  • manage Lady Rose Hall bookings 
  • communicate within the Parish Council (Clerk/Councillors) 
  • to enable us to carry out our statutory duties e.g. publishing Meeting Minutes and Agendas, Councillor Declarations of Office and Register of Interests, review planning applications 
  • communicate with our electors via a monthly parish email/hardcopy newsletter. This was the result of a communications project in 2012 where electors were able to Opt -In to receive the news.  The newsletter includes Subscribe and Unsubscribe buttons.
  • undertake projects and fundraising activities with members of the community 
  • assess the service needs of the community via a retained copy of the annual, and monthly updates to, the Electoral Register. It is mainly used in aggregated form
  • manage and pay the clerk

Will the Data be Shared with third Parties?

The data will only be shared with Public Authorities, as required by law. 

Any third party requests for name, email or telephone for ad hoc use e.g. for community projects will be forwarded to the data subject to give their explicit consent.

How long will the data be stored for?

  • Elector enquiry emails – 6 months
  • Club/charity/business emails – 1 year
  • Supplier emails – until the enforceability of a contract ends
  • Supplier payment details – 6 years or as per statutory legislation
  • Lady Rose Hall booking forms – until after payment of invoice
  • Lady Rose Hall invoices – 6 years
  • Parish Council internal communication emails – 6 months
  • Meeting minutes and agenda – will be stored as per statutory legislation
  • Councillors declarations of Office and Register of Interests – will be stored as per statutory legislation
  • Planning Applications – will be stored as per statutory legislation
  • Newsletter email addresses – until elector unsubscribes by newsletter button or email to clerk 
  • Project/fundraising emails – 2 years after completion
  • Electoral Roll – Annual and monthly updates will be held until next annual Register is resent by B&DBC
  • Accounts and payment records – 6 years or as per statutory legislation

How can the data subject raise a complaint?

If you have any concerns with the personal data that the Parish Council holds or the processing of personal data please contact the Clerk on