Parish Council

Challock Parish Council Meeting minutes

 

 

 

Memorial Hall, Audrey Allen room

 

Thursday 17th March 2016, 7.30pm

 

 

 

Members of public present: 11

Apologies

 

Dave Beckley Community Warden, Tony Aitken & Emma Fox

 

Present

 

Michael Fisher, Dianne Sandy (Clerk), Trevor Smith, Annabel Burden, John Ramsden, & Max Thomas.  ABC Ward Downs West Councillor Larry Krause.

 

Welcome

 

Mick Fisher thanked everyone for attending.

 

Declarations of Interest

 

Councillors no changes to the declarations of interest.

 

Minutes of Last Meeting

 

Minutes of 18th February 2016 meeting were signed by Michael Fisher as an accurate record

 

Clerk’s Report

 

Highways

 

Clerk has reported a tree along Canterbury Road between Highbank & Crossways leaning into the road.

 

Vandalism/Crime

 

On the 29th February between the hours of 1300 and 1550, items had been taken from a property in Church Lane, Challock. Items include; two gold bracelets and a gold necklace. An untidy search took place and tool marks were found on a utility window frame, the suspect(s) probably exited via the rear door which they unlocked

 

Funding

 

KCC funding application for the salt bin and salt spreader has been sent off to KCC Ward Councillor Charlie Simkins

 

Correspondence

 

  • Clean for the Queen campaign has been launched to get people making a difference in their local communities. Various events will take place from the first weekend in March up until the 21st April across the country.
  • Neighbourhood Planning, which includes a new Government consultation on planning changes which closes on 15 April 2016.
  • A letter from KCC Consumer Advice Services informing Parish Councils of their services.
  • Clerk has signed on- line petition ‘Give parish councils the right to appeal planning decisions’ on behalf of Challock Parish Council.
  • An email from KALC stating that KALC and NALC should lobby Government to introduce both UK and EU legislation to make it an offence for HGVs to use electronic GPS navigation systems that do not identify routes unsuitable for HGVs.
  • An email from Mrs Davies requesting they would like to purchase a small piece of land that has been maintained by the property owners for the last 20+ years.

 

It is the land in front of their grass which joins their boundary.

 

They propose to put a boundary of shrubs to the outside of the border and a small fence no higher than one metre high.

 

 

 

Decision: The strip of land in front of property owners is part of the Lees known as common land and the Parish Council are not permitted to sell off any piece of the Lees area.  There are strips of land between the main common ground, the Lees track and properties and are maintained by either the property owners or Landscapes Services as part of the grounds maintenance contract. The Parish Council

 

agreed to decline Mr & Mrs Davies request for shrubs and a small fence to be put up along this strip of land.

 

 

 

  • Email from UKPN who would like the Parish to assist with them  to sign up any of the vulnerable residents to its Priority Services Register (PSR), which is a list of those people who may need extra help during a power cut including the elderly, parents with young children and those who are medically dependent on electricity.

 

           There are two main ways they would like the Parish to help:

 

 

 

  1. To include some text in the parish magazine about the Priority Services Register to inform and encourage residents to sign up. 

  2. To actively help recruiting eligible individuals to sign up to the register, through door-knocking, at local community events, meetings or working with your own existing partner organisations. UKPN can offer up to £500 as a contribution to your parish budget to cover costs incurred. 

    Clerk has requested draft text for magazine insert.   Councillors to consider promoting this at the Annual Parish Meeting in June 2016.

 

  • An email from a resident regarding the footpath by The Beeches requesting it to be made safe.  The residents of the Beeches have a number of dogs that bark, growl and attempt to bite as members of the public walk their dogs along the footpath. The fencing between the path and the Beeches garden is inadequate and cannot walk along this footpath with either their dog or grandchildren. The resident has informed the dog warden and the local neighbourhood police officer. As a result, the fence has been re-enforced but it remains inadequate. 

 

Decision: Councillors agreed for Clerk to make enquiries with footpaths officer at ABC and Dave Beckley Community Warden.

 

  • A request from Charing Surgery Gardening Club if the Parish Council are willing to make a donation towards the kept gardens in front of the Surgery.  As many Parishioners from Challock use the Charing Surgery.

 

Decision: Councillors declined to make a donation. Parish Council do not have specific budget for donations.

 

  • Email from Dave Smith Rural Liaison Sargent stating the possession of ANY firearm or imitation firearm in public place is an offence. The use of firearms in relation to vermin/pest control can be lawful if the area it is being used is private land and the land owner gives their permission. In relation to the cricket ground, if it is an open space to which the public can access it would not allow the use of a firearm (including an air weapon).Even if it is a private ground with fencing there are offences committed if a shot is fired from the cricket ground and the shot enters ANY other land private or public. Suggest in this instance you contact a pest control professional that would have the required permit to deal with the rabbit issue at the cricket ground.
  • Email from ABC Ward Councillor Larry Krause re Kent County Council can confirm that its LED Street Light Conversion programme has commenced within the rural areas surrounding the town of Ashford. These works started on the 8th March 2016, and will continue this week and potentially next week.   

 

The works involve replacing the old lantern with a new LED lantern which will operate all night. It is expected that the individual columns will not be completed upon the first visit and that follow up work will be required to enable the authority to control the lights remotely. Should residents discover problems with the lighting during this period can contact KCC Highways.

 

  • Email from Catherine Hughes re Little Barn access requesting further clarification on why the Parish Council is adopting a different stance to that it took in the case of the access arrangements for 5 new dwellings on land between Hurstwood and Haverbrook (14/01157/AS). 

 

 

 

Decision:  At the Parish Meeting in November 2015 & February 2016 Councillors were in agreement not to allow a short extension to a new proposed access.  The new access would be impinging on part of the Lees and would not be permitted.  A further email from Catherine Hughes on behalf of Mr Frank Smith has stated that the proposed application is as was permitted for the development on the nearby land between Hurstwood and Haverbrack that both proposals involved a short extension of one of the existing driveways across The Lees and request the Parish Council discuss this matter further. 

 

The Parish Council have sought legal advice and as custodians of the Lees,  Challock Parish Council were in agreement as previously discussed at the Parish Meeting in February their decision remains the same not to allow a new easement and extension off the Lees track by Valentine House.  The Parish Council are determined to maintain the amenity of the Lees and are concerned about gradual encroachment.  Clerk to reply to Catherine Hughes and Mr Smith the Parish Council’s decision.

 

Planning applications

 

 

 

  1. Cedar House Farm, Canterbury Road, Challock, TN25 4DL

     

    16/00267/AS Cedar House Farm, Canterbury Road, Challock, Kent TN25 4DL
    Erection of detached dwelling with garage (revised design plot 3 addition of 1st floor extension to rear)

     

 

           Councillors support this application.

 

 

 

  1. Sunnyside & Highbank, Canterbury Road, Challock, Kent TN25 4BJ

 

 

 

16/00266/AS Sunnyside & Highbank, Canterbury Road, Challock Kent TN25 4BJ
Proposed construction of four detached dwellings with demolition of two bungalows.

 

 

 

Councillors support this application.

 

 

 

  1. Land north of The Bungalow, Green Lane, Challock, Kent

     

    16/00306/AS Land north of The Bungalow, Green Lane, Challock, Kent

    Change of use of land to equestrian and proposed manege.

     

    Councillors support this application.

 

 

 

  1. Landews Meadow Farm, Green Lane, Challock TN25 4BL

     

    16/00287/AS Landews Meadow Farm, Green Lane, Challock TN25 4BL

    Erection of additional 3 bedroom holiday accommodation and change of use of part of existing holiday accommodation to ancilliary residential.

     

    Councillors do not support this application.  The erection of additional 3 bedroom holiday accommodation is outside of the village confines.

 

 

The following application were ratified by the Councillors

 

 

 

Application No: - 16/00220/AS

 

Proposal: - Proposed new driveway and access to service existing yard

 

Location: - Fairview, Faversham Road, Challock

 

 

 

Challock Parish Council supports this application.

 

 

 

Items for Information

 

 

 

Parish Council Audit

 

 

 

Kevin Funnell, the Parish Council Auditor, will be carrying out the Parish Council Audit on 8th April 2016.

 

 

 

Report of S106 Contributions Sub-Committee

 

 

 

Councillors agreed for the time being to apply S106 Contributions to the two projects Skate Park Project & Play Park Project to all applications as they arise.

 

 

 

Councillors agreed for parishioners to be consulted on the type of projects they would like S106 Contributions to be applied to.  Consultation on the Skate Park and is it still required or preference for a multi games park. Outdoor Play Space Sub-Committee to implement and consider possible projects and to report back to S106 Contributions Sub-Committee.

 

 

 

Report of Outdoor Play Space Sub-Committee

 

 

 

It was agreed to draw up a number of questions on A5 to be inserted in April’s Forester and parishioners to return the questionnaire to the post office or to email their replies to the clerk.

 

 

 

Clerk to compile questionnaire and to email to Councillors for their approval before it is published in the Forester.

 

 

 

Councillor Annabelle Burden to conduct consultation with Challock Primary School.

 

 

 

Clerk to conduct consultation with Challock Youth Club.

 

 

 

First Responder – Defibrillator

 

 

 

Defibrillator is available to be installed and locations discussed were Village Hall,

 

Half way House and the Post Office.  Craig Bickers First Responder suggested the Post Office would be more suitable as it is more central and for awareness purposes people will see it on display and for security purposes as it is not so isolated.  The cost of the cabinet to keep the defibrillator is in the region of £543.00 inc VAT (£453.00). The defibrillator has been sitting in storage for the past 3 years and it is imperative that the Parish Council come to a decision regarding its location and its installation.

 

 

 

Craig Bickers First Responder has offered to provide training to all interested; to coincide with a fund raising event. 

 

 

 

Councillors agreed for the defibrillator to be installed on the wall at the Post Office.  Councillor John Ramsden to check measurements of the cabinet will fit on the proposed wall.  Discussion took place regarding using the BT telephone box.  Clerk to make enquiries with BT.

 

 

 

Queen’s 90th Birthday Celebrations – 12th June 2016 Picnic on the Lees

 

 

 

Councillor Annabelle Burden confirmed that the ice-cream van has been booked and asked the Parish Council if it is ok to book the marquee and the children’s entertainer.  Councillors agreed for Annabelle to go ahead with the bookings.  Alan Ovenden has agreed to help provide music.  It was agreed for the Picnic on the Lees to commence at 1 pm.  Clerk to put details of the Picnic on the Lees in the Forester. Clerk to source red, white & blue bunting.  Annabelle to approach the Methodist Church offering a donation in return for the use of the kitchen and toilets. 

 

 

 

A separate meeting to organize the Picnic on the Lees to be arranged.

 

 

 

Broadband

 

 

 

Councillor Annabelle Burden has reported that she has experienced drop out with her broadband since the works on the cabinet upgrade have commenced.  Clerk to put in a notice in the Forester to find out if parishioners are experiencing problems with their broadband and to contact the Parish Council.

 

 

 

Village Hall Sign Posts

 

 

 

Councillor John Ramsden informed the Parish Council the Post Office receives a number of people asking for directions to the village hall.   There are no directional signs for the village hall either from the junction at The Chequers or along the A252 Buck Street.  ABC Ward Councillor Larry Krause suggested the village hall committee can apply to him for funding to obtain directional signs for the village hall.  Clerk to assist Kathy Stevens the Village Hall Committee Secretary in applying for funding and sourcing costs of purchasing and installing sign posts.

 

 

 

Unusual Activity

 

 

 

Councillor Mick Fisher asked parishioners to be vigilant; there has been a recent spate of suspicious vehicles driving up and down some of the roads/lanes in the village.  There have been a number of reported break-ins around the village.

 

 

 

Wooded Area, The Lees

 

 

 

Parishioner reported to the Community Warden Dave Beckley there was rubbish in the wooded area, The Lees.  The rubbish has now been burnt.  Clerk to make contact with Dave Beckley to enquire about the rubbish.

 

 

 

Parish Council Meeting dates for 2016

 

 

 

Thursday 21st April 2016

 

Thursday 19th May 2016

 

Tuesday 14th June 2016 for Annual Report Meeting Main Hall.

 

Thursday 21st July 2016

 

Thursday 22nd September 2016

 

Thursday 17th November 2016

 

 

 

 

 

The next Parish Council meeting is on Thursday 21st April 2016

 

 

 

Meeting closed at 8.35 pm.

 

 

 

 

 

 

 

COUNCIL INFORMATION

 

Parish Council Meetings

Meeting dates for 2018 are as follows

Thursday 18th January

Thursday 15th February

Thursday 15th March

Thursday 19th April

Thursday 24th May

Tuesday 19th June 2018 Annual Parish Meeting Main Hall

Thursday 19th July

Thursday 20th September

Thursday 18th October

Thursday 22nd November

 

Parish Council meetings are open for the public to attend and you will be very welcome. The public should not speak during the meeting, unless invited by the Chairman. However, you are welcome to discuss issues with the Council during the public session. If you wish to raise an issue to be discussed by the Council at a meeting, please contact the Parish Clerk (see below). Items must be received at least one week before the meeting.

 

Councillors

Mr Michael Lathwell-Fisher

Mr John Ramsden

Mr Maxwell Thomas

Miss Emma Fox

Mrs Annabel Burden

Mr Trevor Smith

Mr Anthony Aitken

 

 

If you would like a copy of our Freedom of Information Act document Download it by clicking the link below:

Freedom of Information Act

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Profiles

(This section will be completed over the coming months with profiles from our new Parish Councillors)

 

John Ramsden

John resides at the Challock Post Office on The Lees and has lived in Challock for 15 years. He has been a member of the Parish Council for 12 years.

John worked as an Electrial Engineer with Southern Water Services Ltd but has recently retired.

John's special interests on the Council are: Footpaths, The Lees, and informing villagers what is going on in the parish.

John enjoys clay shooting, target rifle shooting, 10 pin bowling and playing cards. He likes to travel the world and visit national Trust Properties.

 

Mr Michael Lathwell-Fisher

Michael lives at Crossways, Canterbury Road and has lived in Challock for 40 years. Michael and his wife have 5 children.

Before retiring, Michael worked as Distribution Manager (South) for Carlsberg Brewery for 46 years. 

Michael became a Parish Councillor in May 2011.

 

Mrs Annabel Burden

Annabel moved to Challock 27 years ago.  She lives at Lilybuds, The Lees.

Annabel works for her husbands groundworks business.  They have four children two of which are at Challock Primary School.

Becoming a Parish Councillor

Elections 

Elections for the Parish Council are held every four years. The next election will be May 2019. People interested in joining the Council should contact Ashford Borough Council Electoral Registration Officer or Challock Parish Clerk, for a nomination form, in March 2019. If Ashford Borough Council receives an equal number of nomination forms to places on the Council, you will automatically become a Councillor. If there are more nomination forms received than places on the Council, there will be an election.

 

Co-option 

Occasionally, a Parish Councillor leaves before the end of their four year term, or insufficient nominations forms are received at election time. Usually such vacancies are filled by co-option. The Parish Council interview people interested in becoming a Parish Councillor and select the candidate whose skills best match the requirement on the Council at that time. Please contact the Parish Clerk if you are interested in being co-opted.

 

The role of a Parish Councillor

The role of a Parish Councillor has a number of basic responsibilities which essentially fall within three main categories: representing the whole electorate within the parish; delivering services to meet local needs; and striving to improve quality of life in the parish. Parish Councils can "precept" - raising a sum collected with the Council Tax each year to improve facilities and services for local people.

 

Individual powers include the provision and maintenance of community transport schemes, traffic calming measures, local youth projects, tourism activities, leisure facilities, car parks, village greens, litter bins, street lighting, street cleaning, burial grounds, allotments, bus shelters, commons, opens spaces, footpaths, bridleways, and crime reduction measures. They can also comment on planning applications.

 

Councillors have three main components to their work.

1. Decision making - Through meetings and attending committees with other elected members, Councillors decide which activities to support, where money should be spent, what services should be delivered and what policies should be im plemented.

 

2. Monitoring - Councillors make sure that their decisions lead to efficient and effective services by keeping an eye on how well things are working.

 

3. Getting involved locally - As local representatives, Councillors have responsibilities towards their constituents and local organisations.

 

The Parish Clerk

The Parish Clerk for Challock is Mrs Dianne Sandy.

 

You can contact the Parish Clerk on 01233 740351 or e-mail This email address is being protected from spambots. You need JavaScript enabled to view it.

 

CHALLOCK PARISH COUNCIL

 

GENERAL PRIVACY NOTICE

 

Your personal data – what is it?

 

‘Personal data’ is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address).  Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.

 

Who are we?

 

This Privacy Notice is provided to you by the Challock Parish Council which is the data controller for your data.

 

Other data controllers the council works with:

• Local Authorities 

• Community groups

• Charities

• Other not for profit entities

• Contractors

• Credit reference agencies

 

We may need to share your personal data we hold with them so that they can carry out their responsibilities to the council. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the council and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.

 

A description of what personal data the council processes and for what purposes is set out in this Privacy Notice.

 

The council will process some or all of the following personal data where necessary to perform its tasks:

• Names, titles, and aliases, photographs;

• Contact details such as telephone numbers, addresses, and email addresses;

• Where they are relevant to the services provided by a council, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants;

• Where you pay for activities such as use of a council hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;

• The personal data we process may include sensitive or other special categories of personal data such as criminal convictions, racial or ethnic origin, mental and physical health, details of injuries, medication/treatment received, political beliefs, trade union affiliation, genetic data, biometric data, data concerning and sexual life or orientation.

 

How we use sensitive personal data

 

• We may process sensitive personal data including, as appropriate:

- information about your physical or mental health or condition in order to monitor sick leave and take decisions on your fitness for work;

- your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;

- in order to comply with legal requirements and obligations to third parties.

 

• These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.

 

• We may process special categories of personal data in the following circumstances:

- In limited circumstances, with your explicit written consent.

- Where we need to carry out our legal obligations.

- Where it is needed in the public interest.

- Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

 

Do we need your consent to process your sensitive personal data?

 

• In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

 

The council will comply with data protection law. This says that the personal data we hold about you must be:

 

• Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

• Relevant to the purposes we have told you about and limited only to those purposes.

• Accurate and kept up to date.

• Kept only as long as necessary for the purposes we have told you about.

• Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.

 

We use your personal data for some or all of the following purposes:

 

• To deliver public services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services;

• To confirm your identity to provide some services;

• To contact you by post, email or telephone;

• To help us to build up a picture of how we are performing;

• To prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions;

• To enable us to meet all legal and statutory obligations and powers including any delegated functions;

• To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury;

• To promote the interests of the council;

• To maintain our own accounts and records;

• To seek your views, opinions or comments;

• To notify you of changes to our facilities, services, events and staff, councillors and other role holders; 

• To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives;

• To process relevant financial transactions including grants and payments for goods and services supplied to the council

• To allow the statistical analysis of data so we can plan the provision of services.

 

What is the legal basis for processing your personal data?

 

The council is a public authority and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers. Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people using the council’s services. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the council’s obligations to you.

 

We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the use of sports facilities, or the acceptance of an allotment garden tenancy.

 

Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.

 

Sharing your personal data

 

This section provides information about the third parties with whom the council may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):

• The data controllers listed above under the heading “Other data controllers the council works with”;

• Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our database software;

• On occasion, other local authorities or not for profit bodies with which we are carrying out joint ventures e.g. in relation to facilities or events for the community.

 

How long do we keep your personal data?

 

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.

 

Your rights and your personal data

 

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

 

1) The right to access personal data we hold on you

• At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.

• There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.

 

 

2) The right to correct and update the personal data we hold on you

• If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

 

3) The right to have your personal data erased

• If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.

• When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).

 

4) The right to object to processing of your personal data or to restrict it to certain purposes only

• You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.

 

5) The right to data portability

• You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

 

6) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained

• You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).

 

7) The right to lodge a complaint with the Information Commissioner’s Office.

• You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

 

Transfer of Data Abroad

 

Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. [Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas].

 

Further processing

 

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Changes to this notice

 

We keep this Privacy Notice under regular review and we will place any updates on this web page Challock.org. This Notice was last updated in May 2018.

 

Contact Details

 

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

 

The Data Controller, Challock Parish Council 

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

 CHALLOCK PARISH COUNCIL

 

GENERAL PRIVACY NOTICE

 

 

Your personal data – what is it?

 

‘Personal data’ is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address).  Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than names but if you use a separate list of the ID numbers which give the corresponding names to identify the staff in the first list then the first list will also be treated as personal data). The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR) and other legislation relating to personal data and rights such as the Human Rights Act.

 

Who are we?

 

This Privacy Notice is provided to you by the Challock Parish Council which is the data controller for your data.

 

Other data controllers the council works with:

• Local Authorities 

• Community groups

• Charities

• Other not for profit entities

• Contractors

• Credit reference agencies

 

We may need to share your personal data we hold with them so that they can carry out their responsibilities to the council. If we and the other data controllers listed above are processing your data jointly for the same purposes, then the council and the other data controllers may be “joint data controllers” which mean we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.

 

A description of what personal data the council processes and for what purposes is set out in this Privacy Notice.

 

The council will process some or all of the following personal data where necessary to perform its tasks:

• Names, titles, and aliases, photographs;

• Contact details such as telephone numbers, addresses, and email addresses;

• Where they are relevant to the services provided by a council, or where you provide them to us, we may process information such as gender, age, marital status, nationality, education/work history, academic/professional qualifications, hobbies, family composition, and dependants;

• Where you pay for activities such as use of a council hall, financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers;

• The personal data we process may include sensitive or other special categories of personal data such as criminal convictions, racial or ethnic origin, mental and physical health, details of injuries, medication/treatment received, political beliefs, trade union affiliation, genetic data, biometric data, data concerning and sexual life or orientation.

 

How we use sensitive personal data

 

• We may process sensitive personal data including, as appropriate:

- information about your physical or mental health or condition in order to monitor sick leave and take decisions on your fitness for work;

- your racial or ethnic origin or religious or similar information in order to monitor compliance with equal opportunities legislation;

- in order to comply with legal requirements and obligations to third parties.

 

• These types of data are described in the GDPR as “Special categories of data” and require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal data.

 

• We may process special categories of personal data in the following circumstances:

- In limited circumstances, with your explicit written consent.

- Where we need to carry out our legal obligations.

- Where it is needed in the public interest.

- Less commonly, we may process this type of personal data where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.

 

Do we need your consent to process your sensitive personal data?

 

• In limited circumstances, we may approach you for your written consent to allow us to process certain sensitive personal data. If we do so, we will provide you with full details of the personal data that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.

 

The council will comply with data protection law. This says that the personal data we hold about you must be:

 

• Used lawfully, fairly and in a transparent way.

• Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.

• Relevant to the purposes we have told you about and limited only to those purposes.

• Accurate and kept up to date.

• Kept only as long as necessary for the purposes we have told you about.

• Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data to protect personal data from loss, misuse, unauthorised access and disclosure.

 

We use your personal data for some or all of the following purposes:

 

• To deliver public services including to understand your needs to provide the services that you request and to understand what we can do for you and inform you of other relevant services;

• To confirm your identity to provide some services;

• To contact you by post, email or telephone;

• To help us to build up a picture of how we are performing;

• To prevent and detect fraud and corruption in the use of public funds and where necessary for the law enforcement functions;

• To enable us to meet all legal and statutory obligations and powers including any delegated functions;

• To carry out comprehensive safeguarding procedures (including due diligence and complaints handling) in accordance with best safeguarding practice from time to time with the aim of ensuring that all children and adults-at-risk are provided with safe environments and generally as necessary to protect individuals from harm or injury;

• To promote the interests of the council;

• To maintain our own accounts and records;

• To seek your views, opinions or comments;

• To notify you of changes to our facilities, services, events and staff, councillors and other role holders; 

• To send you communications which you have requested and that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives;

• To process relevant financial transactions including grants and payments for goods and services supplied to the council

• To allow the statistical analysis of data so we can plan the provision of services.

 

What is the legal basis for processing your personal data?

 

The council is a public authority and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers. Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people using the council’s services. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the council’s obligations to you.

 

We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. An example of this would be processing your data in connection with the use of sports facilities, or the acceptance of an allotment garden tenancy.

 

Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.

 

Sharing your personal data

 

This section provides information about the third parties with whom the council may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):

• The data controllers listed above under the heading “Other data controllers the council works with”;

• Our agents, suppliers and contractors. For example, we may ask a commercial provider to publish or distribute newsletters on our behalf, or to maintain our database software;

• On occasion, other local authorities or not for profit bodies with which we are carrying out joint ventures e.g. in relation to facilities or events for the community.

 

How long do we keep your personal data?

 

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. The council is permitted to retain data in order to defend or pursue claims. In some cases the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.

 

Your rights and your personal data

 

You have the following rights with respect to your personal data:

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

 

1) The right to access personal data we hold on you

• At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.

• There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.

 

 

2) The right to correct and update the personal data we hold on you

• If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

 

3) The right to have your personal data erased

• If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.

• When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).

 

4) The right to object to processing of your personal data or to restrict it to certain purposes only

• You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.

 

5) The right to data portability

• You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.

 

6) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained

• You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).

 

7) The right to lodge a complaint with the Information Commissioner’s Office.

• You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

 

Transfer of Data Abroad

 

Any personal data transferred to countries or territories outside the European Economic Area (“EEA”) will only be placed on systems complying with measures giving equivalent protection of personal rights either through international agreements or contracts approved by the European Union. [Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas].

 

Further processing

 

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Changes to this notice

 

We keep this Privacy Notice under regular review and we will place any updates on this web page Challock.org. This Notice was last updated in May 2018.

 

Contact Details

 

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:

 

The Data Controller, Challock Parish Council 

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

 

 

 

 

 

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