Privacy policy

Chorleywood Parish Council is committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our customers who communicate, online or offline with us, in our premises, at events, over the telephone and through our website.

We have developed this privacy policy to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information.

Throughout this document we refer to Data Protection Legislation which means the Data Protection Act 2018 which incorporates the UK General Data Protection Regulation (UKGDPR), the Privacy and Electronic Communications (EC Directive) Regulations 2003 and any legislation implemented in connection with the UK General Data Protection Regulation which is the governing legislation that regulates data protection in the UK. This includes any replacement legislation coming into effect from time to time.

We only collect information that we know we will genuinely use and in accordance with the Data Protection Legislation. The type of information that we will collect on you and you voluntarily provide to us on our website, application for services or booking form includes:

• Your name
• Address
• Telephone number(s)
• Email address

We may, in further dealings with you, extend this information to include your bookings, services used such as allotments, records of conversations, agreements and payment transactions.

• You are under no statutory or contractual requirement or obligation to provide us with your personal information; however, we require information in order for us to deal with you as a customer or user of the services we provide in an efficient and effective manner.
• The legal basis for processing your data is based on your specific consent, the performance of a contract or compliance with a legal obligation that we will have stated at the point the information was initially provided, therefore we will not store, process or transfer your data outside the parties detailed above unless we have an appropriate lawful reason to do so.

Cookie Policy

Our website uses cookies – these are small text files that are placed on your device to help this website to provide a better user experience. When someone visits our website we collect standard visitor logs.  We do this to find out things such as the number of visitors, how much each part of the website is used, etc.  This information is collected in a way which does not personally identify individuals.

If we do collect personally identifiable information e.g. for newsletter signup form, survey monkey, or from a ‘contact us’ form, it will be made  clear on that page as to what information we collect and how it will be sued.

About Cookies 

In general, cookies are used to retain user preferences, store information for things like shopping carts, and provide anonymised tracking data to third party applications like Google Analytics, see below.  As a rule, cookies will make your browsing experience better.  However, you may prefer to disable cookies on our website and on others. The most effective way to do with is to disable cookies in your browser.  Most web browsers allow some control of most cookies through the browser settings.  To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit  www.allaboutcookies.org

Session Cookies

Session Cookies are widely used to make websites work, to allow users to login to their sections of the website, to add items to shopping carts, etc.

We do not use session cookies on our website.

Google Analytics 

Our website sets “first party” cookies through its use of Google Analytics. We use Google Analytics to provide us with non‐personal site analytics, which in turn help us improve this website. Google Analytics tracking uses cookies in order to provide meaningful reports about web site visitors’ but they do not collect personal data about you. Google Analytics sets or updates cookies only to collect data required for the reports. Additionally, Google Analytics only uses first‐party cookies. This means that all cookies set by Google Analytics cannot be altered or retrieved by any service on any domain other than www.chorleywood‐pc.gov.uk.  Further detailed information on Google Analytics cookies can be found here https://developers.google.com/analytics/devguides/collection/analyticsjs/cookie‐usage

Other Cookies

We use a cookie to remember your acceptance of this policy.

• To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
• Make available our services to you;
• Process your bookings;
• Take payment from you or give you a refund;
• To manage our security measures and services so you can safely access our website;
• Help answer your questions and solve any issues you have.

We may share your personal data with other organisations in the following circumstances:
If the law or a public authority says we must share the personal data;

• If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); or
• From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.

Right to Access Your Personal Information

You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 30 days from when your identity has been confirmed.

We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.

If you would like to exercise this right, please contact us as set out below.

Right to Correction Your Personal Information

If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it.

If you would like to exercise this right, please contact us as set out below.

Right to Stop or Limit Our Processing of Your Data

You have the right to object to us processing your personal information if we are not entitled to use it any more, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.

If you would like to exercise this right, please contact us as set out below.

For more information about your privacy rights

The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly. You can access them here https://ico.org.uk/for-the-public.

You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.

We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the Data Protection Legislation and other applicable legislation, specifically audit and taxation, and never retain your information for longer than is necessary.

Unless otherwise required by law, your data will be stored for a period of up to seven years after our last contact with you, at which point it will be deleted.

When using our website, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.

Data security is important to Chorleywood Parish Council.  To protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.

We take security measures to protect your information including:

• Limiting access to our buildings to those that we believe are entitled to be there ;
• Implementing access controls to our information technology;
• We use appropriate procedures and technical security measures including encryption, anonymisation and archiving techniques to safeguard your information across all our computer systems, networks, website and offices;
• Never asking you for your passwords;
• Advising you never to enter your account number or password into an email or after following a link from an email.

If you would like to exercise one of your rights as set out above, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:

By email:     info@chorleywood-pc.gov.uk

By post:       Chorleywood Parish Council, South Lodge, Rickmansworth Road, Chorleywood, WD3 5SL