Luccombe Parish Council Privacy Notice

Last reviewed: January 2026

This Privacy Notice explains how Luccombe Parish Council collects, uses, stores, and protects your personal data when you interact with us. It also sets out your rights regarding your personal data.

We aim to be transparent about how we handle information, but if you have any questions, please contact our Parish Clerk — details are at the end of this notice.

We may update this Privacy Notice from time to time. Significant changes will be announced on our website.

1. Legal basis for processing your data

As a public authority, Luccombe Parish Council has certain statutory obligations. We process personal data lawfully under the following grounds:

Consent
We may collect and process your data with your consent in specific situations. This is always done lawfully, fairly, and transparently.

Contractual obligations
We may need your data to fulfil contractual obligations. For example: providing information you have requested, or processing requests.

Legal compliance
We may process data to comply with statutory obligations or legal requirements.

Public tasks
We process data to carry out official council duties in the public interest. We securely store or destroy personal data, where appropriate, implementing applicable technical and security measures.

2. Your personal data

Personal data is any information that identifies a living individual, either directly or indirectly. Processing of personal data is governed by UK law, including the General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. Types of personal data we collect

We may collect:

  • Identification: name, address, title, date of birth, photographs, videos, and aliases.
  • Contact details: email address, phone numbers, postal address.
  • Transactional/financial data: bank account numbers, payment card details, payment references, policy or claim numbers (if you pay for council services).
  • Sensitive data (special categories): criminal convictions, racial or ethnic origin, political opinions, religious beliefs, trade union membership. This data is collected only when necessary and with additional safeguards, e.g., for equal opportunities monitoring or safeguarding purposes. Consent will be requested where required.

4. When we collect your personal data

  • When you contact us with queries, complaints, or requests.
  • When you subscribe to newsletters or other communications.
  • When you make appointments to speak to the council
  • When you complete forms, e.g. estimates or applications.
  • From third parties you have authorised to share your data.
  • From public sources (e.g., Land Registry), where legally permitted.

5. Why we use your personal data

We use your data to:

  • Provide public services and respond to your requests.
  • Confirm your identity when required.
  • Communicate with you by post, email, or telephone.
  • Prevent fraud or corruption.
  • Comply with legal obligations.
  • Conduct safeguarding procedures to protect children and adults at risk.
  • Promote council activities and maintain records.
  • Conduct surveys or consultations.
  • Process financial transactions (e.g., grants, payments for goods/services).
  • Plan services using statistical analysis.
  • Note: refusing to provide certain personal data may limit the services we can offer.

6. How we protect your personal data

We take data security seriously:

  • Website and online forms use HTTPS encryption.
  • Systems are protected with up-to-date security software and strong passwords.
  • Sensitive data is encrypted where necessary.
  • Access is restricted to authorised personnel only.

7. How long we keep your data

We retain personal data only as long as necessary for the purpose it was collected, or where legally required. Examples:

  • Financial records: minimum 8 years (HMRC).
  • Personal injury claims: 3 years.
  • Contract claims: 6 years.

Some data may be kept longer if needed to defend or pursue claims.

8. Who we share your data with

We may share data with trusted third parties to deliver services or comply with legal obligations, including:

  • Other local authorities or councils
  • Community groups or charities
  • Contractors providing services on our behalf

All third parties are required to follow strict data protection standards. Where parties process data for independent purposes, they are responsible for protecting it.

9. International transfers

Occasionally, personal data may be processed outside the UK or European Economic Area (EEA). We ensure equivalent protections are in place through contracts and UK GDPR-compliant safeguards. Our website is hosted within the UK.

10. Your rights

You have the right to:

  • Access personal data we hold about you and understand how we use it.
  • Correct inaccurate or incomplete data.
  • Withdraw consent for processing at any time.
  • Restrict or object to processing in certain circumstances.
  • Request deletion of your data, where legal obligations do not require retention.

We may ask you to verify your identity before fulfilling requests. If a third party acts on your behalf, we will require proof of authorisation.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

11. Cookies and website tracking

Our website may use cookies or similar technologies to improve your experience. Cookies do not identify you personally. You can manage or block cookies using your browser settings.

12. Contact details

If you have questions, wish to exercise your rights, or need assistance, contact our Parish Clerk

Email: clerk@luccombe-pc.gov.uk