Privacy Notice General

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General Privacy Notice
Approved by Council on 28 July 2025
Please note: This privacy notice relates to residents and members of the
general public
Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be
identified from that data (for example a name, photographs, videos, email address, or
address). Identification can be directly using the data itself or by combining it with
other information which helps to identify a living individual (e.g. a list of staff may
contain personnel ID numbers rather than names but if you use a separate list of the
ID numbers which give the corresponding names to identify the staff in the first list
then the first list will also be treated as personal data). The processing of personal
data is governed by legislation relating to personal data which applies in the United
Kingdom including the General Data Protection Regulation (the “GDPR) and other
legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice is provided to you by North Petherton Town Council which is the
data controller for your data.
Other data controllers the council works with are: •
• Somerset Council
• Avon and Somerset Constabulary
• Community groups
• Charities
• Other not for profit entities
• Contractors
We may need to share your personal data that we hold with them so that they can
carry out their responsibilities to the council. If we and the other data controllers
listed above are processing your data jointly for the same purposes, then the Town
Council and the other data controllers may be “joint data controllers” which mean we
are all collectively responsible to you for your data. Where each of the parties listed
above are processing your data for their own independent purposes then each of us
will be independently responsible to you and if you have any questions, wish to
exercise any of your rights (see below) or wish to raise a complaint, you should do so
directly to the relevant data controller.
A description of what personal data the council processes and for what purposes is
set out in this Privacy Notice.

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The Town Council will process some or all of the following personal data where
necessary to perform its tasks:
• Names, titles, and aliases, photographs;
• Contact details such as telephone numbers, addresses, and email addresses;
• Where they are relevant to the services provided by a council, or where you
provide them to us, we may process information such as gender, age, marital
status, nationality, education/work history, academic/professional
qualifications, hobbies, family composition, and dependants;
• Where you pay for activities such as use of a council hall, financial identifiers
such as bank account numbers, payment card numbers, payment/transaction
identifiers, policy numbers, and claim numbers;
• The personal data we process may include sensitive or other 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,
data concerning and sexual life or orientation.
How we use sensitive personal data
• We may process sensitive personal data including, as appropriate:
- information about your physical or mental health or condition in order
to monitor sick leave and take decisions on your fitness for work;
- your racial or ethnic origin or religious or similar information in order to
monitor compliance with equal opportunities legislation;
in order to comply with legal requirements and obligations to third
parties.
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These types of data are described in the GDPR as “Special categories of
data” and require higher levels of protection. We need to have further
justification for collecting, storing and using this type of personal data.
We may process special categories of personal data in the following
circumstances:
- In limited circumstances, with your explicit written consent.
- Where we need to carry out our legal obligations.
- Where it is needed in the public interest.
Less commonly, we may process this type of personal data where it is
needed in relation to legal claims or where it is needed to protect your
interests (or someone else’s interests) and you are not capable of giving
your consent, or where you have already made the information public.

Do we need your consent to process your sensitive personal data?
• In limited circumstances, we may approach you for your written consent to
allow us to process certain sensitive personal data. If we do so, we will
provide you with full details of the personal data that we would like and the
reason we need it, so that you can carefully consider whether you wish to
consent.
The Town Council will comply with data protection law. This says that the
personal data we hold about you must be:

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• Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and
not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those
purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept and destroyed securely including ensuring that appropriate technical
and security measures are in place to protect your personal data to protect
personal data from loss, misuse, unauthorised access and disclosure.

We use your personal data for some or all of the following purposes:
• To deliver public services including to understand your needs to provide
the services that you request and to understand what we can do for you
and inform you of other relevant services;
• To confirm your identity to provide some services;
• To contact you by post, email, telephone or using social media (e.g.,
Facebook, Twitter, WhatsApp);
• To help us to build up a picture of how we are performing;
• To prevent and detect fraud and corruption in the use of public funds and
where necessary for the law enforcement functions;
• To enable us to meet all legal and statutory obligations and powers
including any delegated functions;
• To carry out comprehensive safeguarding procedures (including due
diligence and complaints handling) in accordance with best safeguarding
practice from time to time with the aim of ensuring that all children and
adults-at-risk are provided with safe environments and generally as
necessary to protect individuals from harm or injury;
• To promote the interests of the council;
• To maintain our own accounts and records;
• To seek your views, opinions or comments;
• To notify you of changes to our facilities, services, events and staff,
councillors and other role holders;
• To send you communications which you have requested and that may be
of interest to you. These may include information about campaigns,
appeals, other new projects or initiatives;
• To process relevant financial transactions including grants and payments
for goods and services supplied to the Town Council
• To allow the statistical analysis of data so we can plan the provision of
services.
Our processing may also include the use of CCTV systems for the prevention
and prosecution of crime.
What is the legal basis for processing your personal data?
The Town Council is a public authority and has certain powers and obligations.
Most of your personal data is processed for compliance with a legal obligation
which includes the discharge of the council’s statutory functions and powers.
Sometimes when exercising these powers or duties it is necessary to process
personal data of residents or people using the council’s services. We will

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always take into account your interests and rights. This Privacy Notice sets out
your rights and the council’s obligations to you.
We may process personal data if it is necessary for the performance of a
contract with you, or to take steps to enter into a contract. An example of this
would be processing your data in connection with the use of sports facilities,
or the acceptance of an allotment garden tenancy.
Sometimes the use of your personal data requires your consent. We will first
obtain your consent to that use.
Sharing your personal data
This section provides information about the third parties with whom the Town
Council may share your personal data. These third parties have an obligation
to put in place appropriate security measures and will be responsible to you
directly for the manner in which they process and protect your personal data.
It is likely that we will need to share your data with some or all of the following
(but only where necessary):
• The data controllers listed above under the heading “Other data controllers
the council works with”;
• Our agents, suppliers and contractors. For example, we may ask a
commercial provider to publish or distribute newsletters on our behalf, or
to maintain our database software;
• On occasion, other local authorities or not for profit bodies with which we
are carrying out joint ventures e.g. in relation to facilities or events for the
community.
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We
may keep some other records for an extended period of time. For example, it
is currently best practice to keep financial records for a minimum period of 8
years to support HMRC audits or provide tax information. We may have legal
obligations to retain some data in connection with our statutory obligations as
a public authority. The Town Council is permitted to retain data in order to
defend or pursue claims. In some cases the law imposes a time limit for such
claims (for example 3 years for personal injury claims or 6 years for contract
claims). We will retain some personal data for this purpose as long as we
believe it is necessary to be able to defend or pursue a claim. In general, we
will endeavour to keep data only for as long as we need it. This means that we
will delete it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your
request, we may need to verify your identity for your security. In such cases
we will need you to respond with proof of your identity before you can
exercise these rights.
1) The right to access personal data we hold on you

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At any point you can contact us to request the personal data we hold on
you as well as why we have that personal data, who has access to the
personal data and where we obtained the personal data from. Once we
have received your request we will respond within one month.
• There are no fees or charges for the first request but additional requests
for the same personal data or requests which are manifestly unfounded or
excessive may be subject to an administrative fee.
2) The right to correct and update the personal data we hold on you
• If the data we hold on you is out of date, incomplete or incorrect, you can
inform us and your data will be updated.
3) The right to have your personal data erased
• If you feel that we should no longer be using your personal data or that we
are unlawfully using your personal data, you can request that we erase the
personal data we hold.
• When we receive your request we will confirm whether the personal data
has been deleted or the reason why it cannot be deleted (for example
because we need it for to comply with a legal obligation).
4) The right to object to processing of your personal data or to restrict it
to certain purposes only
• You have the right to request that we stop processing your personal data
or ask us to restrict processing. Upon receiving the request we will contact
you and let you know if we are able to comply or if we have a legal
obligation to continue to process your data.
5) The right to data portability
• You have the right to request that we transfer some of your data to another
controller. We will comply with your request, where it is feasible to do so,
within one month of receiving your request.
6) The right to withdraw your consent to the processing at any time for
any processing of data to which consent was obtained
• You can withdraw your consent easily by telephone, email, or by post (see
Contact Details below).
7) The right to lodge a complaint with the Information Commissioner’s
Office.
• You can contact the Information Commissioners Office on 0303 123 1113
or via email https://ico.org.uk/global/contact-us/email/ or at the Information
Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire
SK9 5AF.
Transfer of Data Abroad
Any personal data transferred to countries or territories outside the
European Economic Area (“EEA”) will only be placed on systems
complying with measures giving equivalent protection of personal rights
either through international agreements or contracts approved by the
European Union. Our website is also accessible from overseas so on
occasion some personal data (for example in a newsletter) may be
accessed from overseas.
Further processing

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If we wish to use your personal data for a new purpose, not covered by this
Privacy Notice, then we will provide you with a new notice explaining this
new use prior to commencing the processing and setting out the relevant
purposes and processing conditions. Where and whenever necessary, we
will seek your prior consent to the new processing.
Changes to this notice
We keep this Privacy Notice under regular review and we will place any
updates on the Town Council’s website northpethertontowncouncil.gov.uk
This Notice was last updated in July 2025
Contact Details Please contact us if you have any questions about this
Privacy Notice or the personal data we hold about you or to exercise all
relevant rights, queries or complaints at: The Data Controller, North
Petherton Town Council, The Council Offices, The Small Hall, Fore Street,
North Petherton,, Somerset TA6 6QA
Email: enquiries@northpethertontowncouncil.gov.uk