East Bergholt Parish Council
Privacy Notice
Organisation East Bergholt Parish Council
Policy Owner Parish Clerk
Approved By East Bergholt Parish Council
Approval Date [Insert date]
Next Review Date [Insert date]
1. Who We Are
East Bergholt Parish Council is responsible for providing local governance and
community services within the parish.
For the purposes of data protection legislation, East Bergholt Parish Council acts
as a Data Controller and is registered with the Information Commissioner’s Office
(ICO).
2. What Information We Collect
The Council may collect and process personal information including:
• Name
• Address
• Telephone number
• Email address
• Information provided through correspondence, forms or enquiries
• Employment-related information where relevant
Most personal data processed by the Council is provided directly by individuals
when contacting the Council, requesting information, submitting forms, or using
Council services.
3. Why We Process Personal Data
The Council processes personal data in order to:
• deliver local council services

• respond to enquiries and complaints
• manage council governance and meetings
• administer contracts, finances and council assets
• manage employees and contractors where applicable
4. Lawful Basis for Processing
Personal data is processed under one or more of the following lawful bases
under the UK General Data Protection Regulation (UK GDPR):
• Legal obligation – where processing is necessary to comply with the law
• Public task – where processing is necessary for the Council to perform its
official functions
• Contract – where processing is necessary to fulfil a contractual obligation
• Consent – where individuals have provided explicit permission
5. Special Category Data
In limited circumstances the Council may process special category personal data
such as:
• health information relevant to council activities
• equality monitoring information
• employment-related information
Such information will only be processed where permitted under Article 9 of the
UK GDPR and where appropriate safeguards are in place.
6. Who We Share Data With
Personal data may be shared with:
• IT service providers
• payroll providers
• auditors and professional advisers
• government bodies or regulators where required by law
The Council does not sell or broker personal data.

7. International Transfers
The Council does not routinely transfer personal data outside the United
Kingdom. Where such transfers occur, appropriate safeguards will be applied.
8. How Long We Keep Personal Data
Personal data will only be retained for as long as necessary for the purposes for
which it was collected.
The Council follows a Retention and Disposal Schedule which sets out how long
different types of information are kept.
Some records may be retained permanently where required by law or for
historical purposes. Financial records are typically retained for the period
required by tax and accounting legislation.
9. Your Data Protection Rights
Under UK GDPR individuals have the right to:
• be informed about how their data is used
• request access to their personal data
• request correction of inaccurate information
• request deletion of personal data where appropriate
• object to processing
• request restriction of processing
• withdraw consent where consent is the lawful basis for processing
10. How to Complain
If you have concerns about how the Council handles personal data you should
contact the Parish Clerk in the first instance.
You also have the right to lodge a complaint with the Information Commissioner’s
Office.
11. Contact Details
Parish Clerk
East Bergholt Parish Council
Email: parish.clerk@eastbergholtpc.co.uk
Telephone: 01206 413106

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: https://ico.org.uk