Privacy notice

Batheaston Parish Council is a ‘data controller’ as we collect and process personal information about you.

The information we collect is used in accordance with data protection and other relevant legislation. If you follow a link to a service provided by another government department, agency or local authority, that organisation will:

  • be the data controller
  • be responsible for processing any data you share with them
  • publish and manage their own privacy notice with details of how to contact them

A data controller determines how and why personal data is processed. For more information, read the Batheaston Parish Council entry in the Data Protection Public Register.

What data we collect

We collect certain information or data about you when you use our website. This includes:

  • forms you complete, questions, queries or feedback you leave, including your email address if you send an email to our website
  • your Internet Protocol (IP) address, and details of which version of web browser you used
  • information on how you use the site, using cookies and page tagging techniques to help us improve the website
  • details to allow you to access our services and transactions, e.g. an email address (you'll always be told when this information is being collected, and it will only be used for the purpose you provide it for)

Why we need your data

We collect this information to help us to:

  • deal with your requests and administer our departmental functions
  • meet and perform our statutory functions and obligations including those related to equalities and diversity
  • prevent and detect fraud
  • conduct our own surveys and research
  • improve the site by monitoring how you use it
  • respond to any feedback you send us if you’ve asked us to
  • provide you with information about local services if you want it
  • deliver and manage the services we provide to you
  • confirm your identity
  • process financial transaction such as invoices, payments and benefits
  • train and manage the employment of our workers who deliver those services
  • investigate any complaints you have about our services
  • monitor spending on services
  • emergency response management
  • protect individuals from harm

We cannot personally identify you using your data, unless you give us those details explicitly (e.g. in a contact form)

Disclosing your information

We may pass on your personal information if we have a legal obligation to do so, or if we have to enforce or apply our terms of use and other agreements. This includes exchanging information with other public-sector organisations including:

  • other departments within the Council (including the Councillors)
  • central government departments
  • law enforcement agencies
  • other organisations which deal with, or handle, public funds
  • organisations set up under Acts of Parliament
  • organisations which provide community services
  • contractors that process data on our behalf

We may also use and disclose information, in ways which do not identify individuals, for research and strategic development purposes.

How long do we keep your data?

We will only keep your personal information for as long as we consider that it is necessary to be retained. We have a Record Retention Schedule which lists how we would intend to keep your personal information.

Where your data is processed and stored

Transmitting information over the internet is generally not completely secure, and we can’t guarantee the security of your data. Any data you transmit is at your own risk. We have procedures and security features in place to try and keep your data secure once we receive it.

We won't share your information with any other organisations for marketing, market research or commercial purposes, and we don't pass on your details to other websites. Payment transactions are always encrypted.

We store your data on our secure servers in the UK or in the European Economic Area (EEA). It may also be stored outside of Europe, where it could be viewed by our staff or suppliers. By submitting your personal data, you agree to this.

Your rights under data protection legislation

The Data Protection Act 2018 is the UK's implementation of the General Data Protection Regulation (GDPR). Under the Data Protection Act, we have a legal requirement to ensure that all personal information is kept secure, accurate and up to date. It should also only be used for specified, explicit purposes and kept for no longer than necessary.

Further information about your rights can be viewed on the Information Commissioner's Office website.

If you have any questions about your rights under data protection legislation, please direct these to the Clerk of Batheaston Parish Council by emailing or by phoning 01225-923820.

What personal information do we process?

Personal information can be any information that relates to or identifies a living person, including a name, date of birth, postal address, email address, telephone number and debit or credit card details.

The law regards some personal information as being in a special category given its sensitivity and is therefore given more protection. This includes information that identifies racial/ethnic origin, political opinions, religious/philosophical beliefs, sexual orientation and information regarding physical and mental health.

Service-specific privacy notices below will explain in more detail the lawful basis for processing your personal information. The Council is a signatory to a number of data-sharing agreements. The types of purposes for which it is legitimate to share your personal information are set out in these Agreements. We may share the personal information of our service users where it is fair and lawful to do so and where the sharing takes place in a transparent manner.

The right to withdraw consent

Where the legal basis for processing your personal information is consent, you have the right to withdraw that consent at any time by notifying us. If you withdraw your consent it may take longer or not be possible to continue to provide you with that service. Service-specific privacy notices below will explain in more detail how you can exercise your rights.

Contact us or make a complaint

However, if you have any queries or concerns with how your information is being processed please contact

You have the right to complain to the Information Commissioners Office at:

The Information Commissioner
Wycliffe House
Water Lane
Cheshire SK9 5AF

Email: or Tel: 0303 123 1113

Changes to this policy

We may change this privacy policy. In that case, the ‘last updated’ date at the bottom of this page will also change. Any changes to this privacy policy will apply to you and your data immediately.

If these changes affect how your personal data is processed, we will take reasonable steps to let you know.


Councillors Privacy Notice

As a representative of residents of my ward in the borough of Bexley, I am a Data Controller in my own right. A search of the Councillors page will provide you with my contact details.

Personal information can be any information that relates to or identifies a living person. Typically it could include:

  • name
  • date of birth
  • postal address
  • email address
  • unique id
  • telephone number
  • debit or credit card details

The law regards some personal information as being in a special category and is given more protection by the law and includes information about an individual’s:

  • race
  • ethnic origin
  • politics
  • religion
  • trade union membership
  • genetics
  • biometrics (where used for ID purposes)
  • health
  • sex life
  • sexual orientation

Under the Data Protection Act, because I am your Councillor I am able to use information that you provide for the purpose of dealing with casework and responding to queries on behalf of my constituents. However, it is best practice that I ask for your consent to me using your personal and special sensitive information for that purpose.

I may pass your personal data on to a third party in the course of dealing with you, such as:

  • other Councillors and Members of Parliament
  • educational establishments
  • health organisations
  • housing associations and or landlords
  • local authorities
  • police and voluntary sector organisations.

Unless specifically requested by you, I will only hold your personal data until your casework or policy query has been dealt with.

At any point, while I am in possession of or processing your personal data, you, have the following rights:

  • to access personal information that I hold about you
  • to rectification of your personal information
  • to erasure of your personal information (sometimes called the ‘right to be forgotten’)
  • to restrict processing of your personal information
  • to object to the processing of your personal information
  • to data portability allowing you to obtain and reuse your personal data for your own purposes

You have the right to withdraw consent to me processing your personal data at any time. However, in withdrawing consent it may not be possible to deal with your casework or policy query.

For independent advice about data protection, privacy and data-sharing issues, you can contact the Information Commissioner’s Office (ICO) at:

Information Commissioner's Office
Wycliffe House
Water Lane
Cheshire SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.

Alternatively, visit or email

Last updated 23rd September 2020