Privacy Policy

Your personal data – what is it?

“Personal data” refers to any information about a living individual that allows them to be identified (e.g., a name, photographs, videos, email address, or address). Identification can be direct or indirect, such as by combining the data with other information (e.g., a list of staff with personnel ID numbers). The processing of personal data is governed by legislation in the United Kingdom, including the General Data Protection Regulation (GDPR) and the Human Rights Act.

Who are we?

This Privacy Notice is provided to you by Askern Town Council, which is the data controller for your data.

Other data controllers we work with:

• Doncaster Metropolitan Borough Council
• Community groups
• Charities
• Other not-for-profit entities
• Contractors

We may need to share your personal data with these entities so they can carry out their responsibilities. If we and these other data controllers process your data jointly for the same purposes, we may be “joint data controllers.” If each entity processes your data for their own purposes, each will be independently responsible to you.

A description of the personal data we process and for what purposes is set out in this Privacy Notice.

The types of personal data we process

We will process some or all of the following personal data where necessary to perform our tasks:

• Names, titles, and aliases; photographs
• Contact details such as telephone numbers, addresses, and email addresses
• Information relevant to services provided, such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependents
• Financial identifiers, such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers
• Sensitive or special categories of personal data, such as criminal convictions, racial or ethnic origin, mental and physical health, details of injuries, medication/treatment received, political beliefs, trade union affiliation, genetic data, biometric data, and sexual life or orientation

How we use sensitive personal data

We may process sensitive personal data, including:

• Information about your physical or mental health to monitor sick leave and assess fitness for work
• Racial or ethnic origin or religious information to monitor compliance with equal opportunities legislation
• Compliance with legal requirements and obligations to third parties

These types of data, described in the GDPR as “special categories of data,” require higher levels of protection. We need further justification for collecting, storing, and using this type of data, and we may process it under the following circumstances:

• With your explicit written consent
• To carry out our legal obligations
• When it is needed in the public interest
• For legal claims or to protect your interests (or someone else’s interests) when you are not capable of giving consent, or when you have made the information public

Consent to process sensitive personal data

In limited circumstances, we may approach you for written consent to process certain sensitive personal data. We will provide full details of the data we need and the reasons for it.

Data protection law compliance

The council will comply with data protection law, ensuring that personal data is:

• Used lawfully, fairly, and transparently
• Collected only for valid purposes
• Relevant and limited to those purposes
• Accurate and kept up to date
• Kept only as long as necessary
• Kept securely to prevent loss, misuse, unauthorized access, and disclosure

Purposes for using your personal data

We use your personal data for:

• Delivering public services and understanding your needs
• Confirming your identity
• Contacting you via post, email, telephone, or social media
• Preventing and detecting fraud and corruption
• Meeting legal and statutory obligations
• Safeguarding procedures
• Promoting the council’s interests
• Maintaining accounts and records
• Seeking your views or comments
• Notifying you of changes to services, events, and staff
• Sending communications of interest, including information about campaigns and new projects
• Processing financial transactions
• Statistical analysis for planning services

Legal basis for processing personal data

As a public authority, most of your personal data is processed for compliance with legal obligations, including statutory functions and powers. We will consider your interests and rights. This Privacy Notice sets out your rights and the council’s obligations.

We may process personal data for contract performance with you or to take steps to enter into a contract. For example, processing data for sports facilities or allotment garden tenancies.

Sometimes, consent is required to process your data. We will obtain your consent first.

Sharing your personal data

We may share your data with:

• Other data controllers we work with
• Our agents, suppliers, and contractors (e.g., for newsletters or database maintenance)
• Other local authorities or not-for-profit bodies for joint ventures

These third parties must have appropriate security measures in place.

Data retention

We will keep some records permanently if legally required. Financial records are kept for at least 8 years. Some data is retained for statutory obligations or for defending/pursuing claims. We will delete data when it is no longer needed.

Your rights regarding personal data

You have the following rights:

• Access: Request the personal data we hold about you.
• Correction: Update incomplete or incorrect data.
• Erasure: Request deletion of your data if we are unlawfully using it.
• Objection/Restriction: Request us to stop processing your data or restrict its use.
• Data Portability: Request data transfer to another controller.
• Withdraw Consent: Withdraw consent at any time.
• Complaint: Lodge a complaint with the Information Commissioner’s Office (ICO).

Transfer of data abroad

Personal data transferred outside the European Economic Area (EEA) will only be on systems with equivalent protection measures. Our website is accessible overseas, so some data may be accessed from abroad.

Further processing

If we wish to use your data for a new purpose, we will provide a new notice explaining this and seek your prior consent if necessary.

Cookies we use

Changes to this notice

We keep this Privacy Notice under regular review and will place updates on our website. This Notice was implemented in May 2021.

Contact Details

Please contact us with any questions about this Privacy Notice or the personal data we hold about you:

Askern Town council

Alexander House, High Street, Askern, Doncaster, DN6 0AB
Tel: (01302) 707252
Email: [email protected]