Brixworth Parish Council
GENERAL PRIVACY NOTICE
What Is Personal Data?
Personal data means any information that can identify a living individual—either directly (e.g. name, address, photo) or indirectly (e.g. job title, IP address, or reference numbers). This includes special category data such as health, ethnicity, political opinions, and criminal records, which require extra protection.
Who We Are
Brixworth Parish Council is the Data Controller under UK data protection law. We determine how and why your personal data is processed. In some cases, we may act jointly with other organisations (e.g. local authorities, contractors, or community groups). Where processing is shared, we will clearly define responsibilities.
What Data We Collect
We may collect and process:
- Contact details (name, address, email, phone number)
- Demographic data (age, gender, marital status)
- Financial data (bank details, payment records)
- Correspondence and consultation responses
- Photographs, video, and audio recordings
- Special category data (e.g. health, ethnicity, political views)
- Criminal offence data (where legally permitted)
Audio & Meeting Recordings
To support accurate minute-taking and promote transparency, Brixworth Parish Council may make audio recordings of public meetings. These recordings may be:
- Published on the Council’s website for public access and listening
- Used solely to assist with the preparation and verification of formal meeting minutes
- Retained only until the minutes are formally approved by the Council
- Securely deleted once the minutes are confirmed as accurate
Recordings are not edited or transcribed, and no personal data beyond what is spoken in the meeting is added. Individuals participating in meetings should be aware that their contributions may be captured and made publicly available during this period. Recordings of closed sessions will not be permitted.
This practice is documented in our DPIAs and Records Management Policy, and supports the Council’s commitment to openness, accountability, and lawful data handling.
Lawful Basis for Processing
We process personal data under one or more of the following lawful bases:
- Legal obligation – to comply with statutory duties
- Public task – to perform official functions
- Contract – to manage bookings, services, or employment
- Consent – where you’ve explicitly agreed
- Legitimate interests – where processing is necessary and balanced
For special category data, we rely on additional legal conditions such as explicit consent, substantial public interest, or legal claims.
Sharing Your Data
We may share your data with:
- Local authorities and statutory bodies
- Contractors and service providers
- Community partners and voluntary groups
- Regulatory or law enforcement agencies (where required)
All third parties are contractually obliged to handle your data securely and lawfully.
International Transfers
We do not routinely transfer data outside the UK. If international transfers are necessary, we ensure appropriate safeguards are in place.
Data Retention
We retain personal data only as long as necessary:
- Statutory records may be kept permanently
- Financial data is typically retained for 6 years
- Audio recordings are deleted once minutes are approved
- Other data is reviewed regularly and securely deleted when no longer needed
- Retention periods are documented in our Records Management Policy.
Your Rights
As a data subject, you have the following rights under UK data protection law. These rights apply to your personal data held by Brixworth Parish Council and are subject to lawful exemptions and conditions:
1. Right of Access
You can request confirmation that we are processing your personal data and obtain a copy of that data, along with details of:
- The purposes of processing
- Categories of data held
- Recipients or categories of recipients
- Retention periods
- Your rights and how to exercise them
We will respond within one calendar month, unless the request is complex or excessive, in which case we may extend the deadline by up to two additional months.
2. Right to Rectification
You can ask us to correct inaccurate or incomplete personal data. We will respond promptly and inform you of any action taken.
3. Right to Erasure (‘Right to be Forgotten’)
You may request deletion of your personal data where:
- It is no longer needed for the purpose collected
- You withdraw consent (where consent was the lawful basis)
- You object to processing and there are no overriding legitimate grounds
- The data was unlawfully processed
- Erasure is required by law
This right does not apply where processing is necessary for legal obligations or public task functions.
4. Right to Restrict Processing
You can ask us to temporarily limit how we use your data if:
- You contest its accuracy
- Processing is unlawful and you oppose erasure
- We no longer need the data but you require it for legal claims
- You have objected to processing and we are considering the request
Restricted data will be stored but not used until the restriction is lifted.
5. Right to Object
You can object to processing based on:
- Public task or legitimate interests (unless we demonstrate compelling grounds)
- Direct marketing (which we will cease immediately)
- Automated decision-making (see below)
6. Right to Data Portability
Where processing is based on consent or contract and carried out by automated means, you may request your data in a structured, commonly used, machine-readable format and have it transferred to another controller.
7. Right to Withdraw Consent
If we rely on your consent for any processing, you may withdraw it at any time. This will not affect the lawfulness of processing carried out before withdrawal.
8. Right to Contest Automated Decisions
Under the DUAA 2025, you have enhanced rights to:
- Contest decisions made solely by automated means that have legal or significant effects
- Present your views
- Request meaningful human review
9. Right to Lodge a Complaint
You may raise concerns directly with us using the contact details below. Under the DUAA, you also have the right to lodge a formal complaint with the Information Commissioner’s Office (ICO) if you believe your rights have been infringed.
Changes to This Notice
We may update this notice to reflect changes in law or council practices. Significant updates will be communicated via our website or directly where appropriate.
📞 Contact Us
To exercise your rights or raise concerns, contact:
The Data Controller
Brixworth Parish Council
📧 [email protected]
📍 www.brixworthparishcouncil.gov.uk
You may also contact the Information Commissioner’s Office:
🔗 ICO Contact Page
📞 0303 123 1113
