Privacy Policy
This Privacy Policy explains how Chilton Town Council collects, uses, stores and protects personal data in line with the UK General Data Protection Regulation (UK GDPR) and other relevant data protection laws.
Privacy Policy for Chilton Town Council
Chilton Town Council is committed to protecting your privacy and ensuring that personal data is processed lawfully, fairly and securely.
This policy explains how we collect, use and protect your personal information when you interact with the Council, use our services or visit our website.
What information we collect
We collect personal data that you provide directly to us through contact forms, applications, consultations, event registrations or other communications with the Council.
This may include:
- your name
- your address
- your telephone number
- your email address
- any other information needed to provide a service or meet a legal obligation
We may also collect certain information automatically when you use our website, such as:
- IP address
- browser type
- device information
- pages viewed
- website usage information for analytics and functionality purposes
How we use your data
We use personal data to:
- provide Council services
- respond to enquiries and requests
- maintain records
- process applications, including allotments, volunteering, cemetery requests or event registrations
- send updates about Council meetings, events and services where appropriate
- comply with legal and regulatory obligations
- improve the delivery of our services and website functionality
Your personal data will not be used for purposes beyond those outlined in this policy unless we are required or permitted to do so by law, or unless you have given your consent.
Legal basis for processing data
We process personal data under one or more of the following legal bases:
Contract
Where processing is necessary to deliver a service you have requested or to take steps before entering into an arrangement with you.
Legal obligation
Where processing is necessary for compliance with the law or regulatory requirements.
Legitimate interests / public task
Where processing is necessary for the Council to carry out its duties and functions in the public interest.
Consent
Where you have given clear permission for a specific use of your data, such as receiving newsletters or optional updates.
Data sharing
We do not sell or trade your personal data.
Your information will only be shared with third parties when it is necessary to:
- provide a service you have requested
- comply with legal or regulatory requirements
- support the operation of Council services
- act on the basis of your explicit consent
This may include contractors, IT service providers, website support providers, or public authorities where required for statutory reporting or lawful purposes.
Data retention
We retain personal data only for as long as necessary to fulfil the purpose for which it was collected, or to meet legal, administrative or regulatory obligations.
When personal data is no longer required, it will be securely deleted, destroyed or anonymised in accordance with our retention procedures.
Your rights
Under data protection law, you have rights in relation to your personal data. These may include:
- the right to access the personal data we hold about you
- the right to request correction of inaccurate or incomplete information
- the right to request erasure of your data in certain circumstances
- the right to restrict or object to processing in certain situations
- the right to request your personal data in a portable format where applicable
To exercise any of these rights, please contact us using the details below.
Data security
We take the security of personal data seriously and use appropriate technical and organisational measures to protect it from unauthorised access, loss, misuse, alteration or disclosure.
These measures may include secure servers, restricted access, appropriate passwords, controlled user permissions and secure handling of data transmissions.
We also review and update our data protection procedures regularly to help ensure continued compliance with good practice and legal requirements.
Website analytics and cookies
Our website may use cookies to improve user experience and to collect anonymous analytics information about how the website is used.
This may include information such as pages viewed, time spent on pages and how visitors move around the site. This information helps us improve website performance and usability.
You can manage or disable cookies through your browser settings. Any analytics data collected through cookies is used to improve the website and is not intended to identify individual users.
How to contact us
If you have any questions about this Privacy Policy, or if you wish to exercise your rights under data protection law, please contact us:
Phone
Address
Hutton House, Durham Road, Chilton
Complaints
If you believe your personal data has been handled unlawfully, you have the right to make a complaint to the Information Commissioner’s Office (ICO).
Website: www.ico.org.uk
Phone: 0303 123 1113
We would welcome the opportunity to address your concerns first, so please contact us in the first instance if you have a question or complaint about how your data has been handled.
Policy updates
This Privacy Policy is reviewed regularly and may be updated to reflect changes in data protection law, Council procedures or website practices.
Please check this page from time to time to ensure you are aware of the current version.
Last reviewed date can be added here if required.
