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The Flyfords

Our Next Meeting: 25th June, 2024

Privacy Policy for The Flyfords

Your personal information is being processed by Flyford Flavell, Grafton Flyford and North Piddle Parish Council. We are devoted to managing personal information in line with current legislation and best practice, this includes the new General Data Protection Regulation (GDPR) which is active from May 25th, 2018. Whenever you provide personal information, we will treat information in accordance with our privacy policy.

Description of Processing

The following is a broad description of the way this organisation processes personal information:

Type/Classes of Information Processed

We process information relating to the above reasons/purposes. This information may include:

  • personal details
  • family, lifestyle and social circumstances
  • goods and services
  • financial details
  • education details
  • employment details

We also process sensitive classes of information that may include:

  • physical or mental health details
  • racial or ethnic origin
  • religious or other beliefs
  • trade union membership
  • Who the information is processed about
  • We process personal information about customers and clients, advisers and other professional experts and employees.
  • Who the information may be shared with
  • We sometimes need to share the personal information we process with the individual them self and with other organisations. Where this is necessary we are required to comply with all aspects of GDPR. What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons. Where necessary or required we share information with:
  • business associates, professional advisers
  • family, associates and representatives of the person whose personal data we are processing
  • suppliers
  • local and central government
  • financial organisations
  • ombudsmen and regulatory authorities
  • credit reference and debt collection agencies
  • healthcare professionals, social and welfare organisations
  • current, past or prospective employers
  • examining bodies
  • service providers

Retention Policy

Retention Period Our retention policy can be obtained by contacting the clerk, or by reading our retention period below
Where stored: Electronic, paper
Authority: Flyford Flavell, Grafton Flyford and North Piddle Parish Council
Information Asset Owner: Flyford Flavell, Grafton Flyford and North Piddle Parish Council
Location Held: Electronically or Secure File
Permanent Preservation: No
Sensitive Personal Data: No
The right to be informed Data subjects should be clear about what, why and in what way, Personal Identifiable Information (PII) will be processed.
The right of access Data subjects have the right to learn what PII is held on them by whom and why.
The right of rectification Data subjects can request corrections to their PII
The right to erase Data subjects can request to be forgotten
The right to restrict processing Data subjects can ask organisation to stop processing their PII
The right to data portability Data subjects can ask for their PII in machine readable format or to have it sent to another organisation
The right to object Data subjects can object to organisation processing their PII
Automated decision making and profiling Protection against targeted marketing and decision making

Retention Period

For Legal Purposes

The below table lists the limitation periods of time where legal claims may be brought under the Limitation Act 1980 (as amended). The 1980 Act provides that legal claims may not be commenced after a specified period.

Category Limitation Period
Negligence (and other ‘Torts’) 6 years
Defamation 1 year
Contract 6 years
Leases 12 years
Sums recoverable by statute 6 years
Personal Injury 3 years
To Recover Land 12 years
Rent 6 years
Breach of Trust None

Where the limitation periods above are longer than other periods specified in the attached annex, the documentation should be kept for the longer period specified.

Retention of Documents Required for the Audit of Parish Councils

Document Minimum Retention Period Reason
Personnel records 3 years after employee leaves Limitation Act 1980 (as amended)
Disciplinary/grievances Review 6 years after last action Management
Recruitment documents 6 months Management
Wages records 6 years Audit
Pension records 12 years Superannuation
Timesheets Last completed audit year 3 years Audit (requirement) Personal injury (best practice)
Members allowances register 6 years + current Tax Limitation Act 1980 (as amended)
Scales of fees 6 years + current Management
Receipt and payment account(s) Indefinite Archive
Receipt books 6 years + current VAT
Bank statements Last completed audit year Audit
Bank paying-in books Last completed audit year Audit
Cheque book stubs Last completed audit year Audit
Cheque book stubs 6 years + current Limitation Act 1980 (as amended)
Paid invoices 6 years + current VAT
Paid cheques 6 years + current Limitation Act 1980 (as amended)
VAT records 6 years + current year generally but 20 years for VAT on rents VAT
Petty cash 6 years + current year Tax, VAT, Limitation Act 1980 (as amended)
Investments Indefinite Audit, Management
Contracts and Procurement
Unsuccessful tenders 2 years Audit
Successful tenders 6 years + current year Audit
Minute books Indefinite Archive
Insurance policies While valid Management
Certificates for Insurance against Liability for employees 40 years from date on which insurance commenced or was renewed The Employers’ Liability Compulsory Insurance Regulations 1998 (SI. 2753), Management
Litigation 6 years after folder closure Limitation Act 1980
Title deeds, leases, agreements, contracts Indefinite Audit, Management
For Halls, Centre, Recreation Grounds
Application to hire lettings diaries copies of bills to hires record of tickets issued 6 years + current year VAT
For Allotments
Register and plans Indefinite Audit, Management
Plot holder tenancy records 6 years + current year Audit

If you wish to require more information regarding rights, you can do this by consulting the Information Commissioners Office (ICO) website .

Email: [email protected]