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 |
|---|---|---|
| Personal | ||
| 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) |
| Audit | ||
| 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 |
| Administration | ||
| 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]