Privacy & Cookies

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 Kents Hill & Monkston Parish Council which is the data controller for your data.
Other data controllers the council works with:

  • local authorities
  • Community groups
  • Service providers of services we fund

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.

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 only in limited circumstances, with your
explicit written consent. The circumstances may include where we need to carry out our legal
obligations or 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
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. We may ask you if we can send you communications that may be of interest to you. These may include information about campaigns, appeals, other new projects or initiatives.

  • We may need financial data to process relevant financial transactions including grants and
    payments for goods and services supplied to the council
  • We may need to hold statistical data to allow the statistical analysis of data so we can plan
  • the provision of services. This would not keep identifiers for individuals. The names and
    identifying details would be removed.

  • Our processing may also include the use of CCTV systems for the prevention and prosecution
    of crime. In that case notices would be put in the area as required by law to say that CCTV
    was in operation.
  • Other service providers (eg Citizens Advice Bureau or fitness class providers) may take and process information relevant to the services they provide that we fund. This can include
    health and fitness data, financial data, and much more. This data is not shared with the
    Parish Council and the service provider is the controller of this data. Their privacy notices
    would apply. The Parish Council would only receive statistical information back, not the
    personal sensitive information.
  • 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.
    • Very rarely law enforcement bodies may require information we control in order to investigate an offence. We are legally obliged to supply this.
    • How long do we keep your personal data?

      In some cases, we have legal obligations to retain 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 eg for monitoring purposes where you have used grant funded facilities or services.
      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. If a service is stopped and regular users have given us their contact data, we will keep that data for a period of up to 3 months in case we are able to restart the service in order to tell them that. Once we have notified them of the restart we will delete the data if the user indicates that they no longer wish to use the service. Otherwise, and in that case after three months, 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 may be subject to an administrative fee. Requests which are manifestly
        unfounded excessive may incur further fees.
      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 for which consent was obtained
        You can withdraw your consent easily by telephone, email, or by post (see Contact Details
      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 or at the Information Commissioner’s Office,
        Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

      International data transfers

      Information that we collect may be stored and processed in and transferred between any of the
      countries in which we operate in order to enable us to use the information in accordance with this privacy policy.
      If you are in the European Economic Area (EEA), information which you provide may be transferred to countries which do not have data protection laws equivalent to those in force in the EEA.
      In addition, personal information that you submit for publication on the website will be published on the internet and may be available, via the internet, around the world.
      You expressly agree to such transfers of personal information.
      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.


      We are committed to safeguarding the privacy of our website visitors; this policy sets out how we will treat your personal information.

      What information do we collect on our website?
      We may collect, store and use the following kinds of personal data:

      1. information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type, referral source, length of visit and number of page views)
      2. any other information that you choose to send to us


      A cookie consists of information sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the webserver to identify and track the web browser. Cookies can identify users, remember preferences, and help users complete tasks without having to re-enter information when visiting multiple pages or returning to your site. This helps provide a more personalised and slicker user experience.
      As advised on the Pop Up at the foot of the page – by using our website you are consenting to the use of cookies. We may use both “session” cookies and “persistent” cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website. We will use the persistent cookies to enable our website to recognise you when you visit.
      Session cookies will be deleted from your computer when you close your browser. Persistent
      cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
      We use google analytics to analyse the use of our website. Google analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google’s privacy policy is available at
      Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.) This will, however, have a negative impact upon the usability of many websites.

      Email Mailing Lists

      We may from time to time advertise that we will keep emailing lists to send out emails to inform you of parish facilities, services and news in general or of a specific one, and we will invite you to sign up to the list. Your details will not be published or shared unless you have otherwise given permission, and will be used only for the list for which they were collected. Every email will contain a link to unsubscribe from that list or you may use the contact details below to request that you are unsubscribed. If we cease to be involved in a particular issue, facility or service for which we keep a list we will notify you that we are deleting that particular list. The list may be kept on a commercial server operated under rules consistent with this privacy notice.

      Third party websites

      The website may contain links to other websites. We are not responsible for the privacy policies or practices of third party websites.

      Using your personal data

      Personal data submitted on this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.
      Where you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.
      We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

      Security of your personal data

      We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

      Policy amendments

      We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes.

      Your rights

      You may instruct us to provide you with any personal information we hold about you.

      Updating information

      Please let us know if the personal information which we hold about you needs to be corrected or updated.

      Contact Details

      Our contact details are:
      The Parish Clerk
      Kents Hill & Monkston Parish Council, P.O. Box 6293, Milton Keynes MK10 1ZG

      This Notice was last updated in January 2023.