Access to Information Archives - Blackawton

Role Holder’s Privacy Notice

Parish Clerk — Tue, 04 Aug 2026 14:06:29 +0000

The Privacy Notice for staff, councillors and Role Holders can be read below.

PRIVACY NOTICE

For staff*, councillors and Role Holders**

*“Staff” means employees, workers, agency staff and those retained on a temporary or permanent basis

**Includes, volunteers, contractors, agents, and other role holders within the council including former staff*and former councillors. This also includes applicants or candidates for any of these roles.

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, photograph, video, 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 Blackawton Parish Council. Blackawton Parish Council and its Councillors are the data controllers for your data.

The council may work together with:

Other data controllers, such as local authorities, public authorities, central government and agencies such as HMRC and DVLA
Staff pension providers
Former and prospective employers
DBS services suppliers
Payroll services providers

We may need to share personal data we hold with them so that they can carry out their responsibilities to the council and our community. The organisations referred to above will sometimes be “joint data controllers”. This means we are all responsible to you for how we process your data where for example two or more data controllers are working together for a joint purpose. If there is no joint purpose or collaboration then the data controllers will be independent and will be individually responsible to you.

Volunteers, contractors, and agents

When working with us we will collect personal data required to deliver the service or project. You will in most cases use your own phone and email address. The personal data you provide, including your full name, phone number, and email address, will be shared as required to deliver the service or project.

Councillors

When you sign your acceptance of office and take your seat on Blackawton Parish Council the personal information you provide such as your name, address, email address, and phone number will be processed and stored for administrative purposes. You are required to complete a register of interests which is made public on the South Hams District Council’s website and is available for inspection, this publication excludes your home address. Blackawton Parish Council will provide you with a dedicated email address for conducting Council business. It is Blackawton Parish Council practice to publish in the Blackawton Beacon community newsletter and on the Blackawton community website Councillors full name, council email address and your contact phone number to support it to deliver its service to the Blackawton community. You may also choose to add a photo and a short biography to the website.

Your name, phone number, and dedicated email address will be shared with other parties in the course of your work as a Parish Councillor, for example with the District and County Council or with contractors employed by the Blackawton Parish Council.

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.

What data do we process?

Names, titles, and aliases, photographs.
Start date / leaving date
Contact details such as telephone numbers, addresses, and email addresses.
Where they are relevant to our legal obligations, or where you provide them to us, we may process information such as gender, age, date of birth, marital status, nationality, education/work history, academic/professional qualifications, employment details, hobbies, family composition, and dependants.
Non-financial identifiers such as passport numbers, driving licence numbers, vehicle registration numbers, taxpayer identification numbers, staff identification numbers, tax reference codes, and national insurance numbers.
Financial identifiers such as bank account numbers, payment card numbers, payment/transaction identifiers, policy numbers, and claim numbers.
Financial information such as National Insurance number, pay and pay records, tax code, tax and benefits contributions, expenses claimed.
Other operational personal data created, obtained, or otherwise processed in the course of carrying out our activities, including but not limited to, recordings of telephone messages, IP addresses and website visit histories, logs of visitors, and logs of accidents, injuries and insurance claims.
Recruitment information (including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process and referral source (e.g. agency, staff referral))
Location of employment or workplace.
Other staff data (not covered above) including; level, performance management information, languages and proficiency; licences/certificates, immigration status; employment status; information for disciplinary and grievance proceedings; and personal biographies.
Information about your use of our information and communications systems.

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

We collect personal data required to allow us to perform our contract with you, deliver a service, or to enable us to comply with legal obligations. For example:

To deliver projects and services
Making a decision about your recruitment or appointment.
Determining the terms on which you work for us.
Checking you are legally entitled to work in the UK.
Paying you and, if you are an employee, deducting tax and National Insurance contributions.
Providing any contractual benefits to you
Liaising with your pension provider.
Administering the contract we have entered into with you.
Management and planning, including accounting and auditing.
Conducting performance reviews, managing performance and determining performance requirements.
Making decisions about salary reviews and compensation.
Assessing qualifications for a particular job or task, including decisions about promotions.
Conducting grievance or disciplinary proceedings.
Making decisions about your continued employment or engagement.
Making arrangements for the termination of our working relationship.
Education, training and development requirements.
Dealing with legal disputes involving you, including accidents at work.
Ascertaining your fitness to work.
Managing sickness absence.
Complying with health and safety obligations.
To prevent fraud.
To ensure network and information security, including preventing unauthorised access to our computer and electronic communications systems and preventing malicious software distribution.
Equal opportunities monitoring.
To undertake activity consistent with our statutory functions and powers including any delegated functions.
To maintain our own accounts and records;
To seek your views or comments;
To process a job application;
To administer councillors’ interests
To provide a reference.

Some of the above grounds for processing will overlap and there may be several grounds which justify our use of your personal data.

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we need to perform the contract we have entered into with you.
Where we need to comply with a legal obligation.

We may also use your personal data in the following situations, which are likely to be rare:

Where we need to protect your interests (or someone else’s interests).
Where it is needed in the public interest [or for official purposes].

How we use sensitive personal data

We may process sensitive personal data relating to staff, councillors and role holders 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, such as for equal opportunities monitoring or in relation to our pension scheme.
- Where it is needed to assess your working capacity on health grounds, subject to appropriate confidentiality safeguards.
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?

We do not need your consent if we use your sensitive personal data in accordance with our rights and obligations in the field of employment and social security law.
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.
You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us.

Information about criminal convictions

We may only use personal data relating to criminal convictions where the law allows us to do so. This will usually be where such processing is necessary to carry out our obligations and provided we do so in line with our data protection policy.
Less commonly, we may use personal data relating to criminal convictions where it is necessary in relation to legal claims, where it is necessary 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.
Where appropriate, we will collect personal data about criminal convictions as part of the recruitment process or we may be notified of such personal data directly by you in the course of you working for us.

What is the legal basis for processing your personal data?

Some of our processing is necessary for compliance with a legal obligation.

We may also process data if it is necessary to deliver a project or service, for the performance of a contract with you, or to take steps to enter into a contract.

We will also process your data in order to assist you in fulfilling your role in the council including administrative support or if processing is necessary for compliance with a legal obligation.

Sharing your personal data

Your personal data will only be shared with third parties including other data controllers where it is necessary for the performance of the data controllers’ tasks or where you first give us your prior consent. It is likely that we will need to share your data with:

Our agents, suppliers and contractors. For example, we may ask a commercial provider to manage our HR/ payroll functions, or to maintain our database software;
Other persons or organisations operating within local community.
Other data controllers, such as local authorities, public authorities, central government and agencies such as HMRC and DVLA
Staff pension providers
Former and prospective employers
DBS services suppliers
Payroll services providers
Recruitment Agencies
Credit reference agencies
Professional advisors
Trade unions or employee representatives

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 responsibilities

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your working relationship with us.

Your rights in connection with 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.

1. 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.

1. 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).

1. 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.

1. 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.

1. 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).

1. 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.

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, if we start to use your personal data for a purpose not mentioned in this notice.

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on this web page www.blackawtoncommunity.com.

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:

Parish Clerk, Blackawton Parish Council

Email: parishclerk@blackawtoncommunity.com or 07979 391442

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.

Version History

Approved June 2018

Reviewed: July 2026

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Blackawton Community Emergency Hub

Parish Clerk — Wed, 24 Jun 2026 16:08:20 +0000

Blackawton Village Hall is a designated Community Emergency Hub.

Community Emergency Hubs are community-run spaces where local people can come together to support one another and take swift, safe and effective action in the early stages of an emergency, before emergency services are able to arrive.

During an emergency, services will always prioritise the most urgent calls, which means they may not be able to reach everyone immediately. A Community Emergency Hub helps our village respond together and provide support where it is most needed.

A Community Emergency Hub kit is kept in the cupboard above the kitchen sink in the Village Hall. The kit is a small plastic box containing instructions and resources to help local people set up and run the Hub until emergency services are available.

These Hubs depend on local volunteers – people from the community who are willing to turn up, help others and work together when it matters most.

To find out more about emergency preparedness and how communities can become more resilient, visit:

Devon & Cornwall Local Resilience Forum
https://www.dcisprepared.org.uk/

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Prepare

Parish Clerk — Fri, 20 Mar 2026 16:09:03 +0000

Prepare is a national Government campaign.

If an emergency did happen in your area, how would you manage?
What about your relatives, friends, and neighbours – do you know anyone who might need some extra help or support?

This Government website has advice about how to prepare, and a downloadable and printable household emergency plan to record this information in one document: https://prepare.campaign.gov.uk/get-prepared-for-emergencies/

The link to the household emergency plan is in the fourth paragraph of the ‘Make a plan’ section.

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Reporting potential breaches of planning legislation to South Hams District Council

Parish Clerk — Wed, 18 Feb 2026 15:53:58 +0000

Policy

BPC Policy is to signpost Parishioners to report their concerns about potential breaches a planning legislation directly to South Hams District Council (SHDC), and
BPC Policy is also to signpost to report other matters that are the responsibility of other Authorities, not to report on their behalf.

Background

Planning enforcement reports made to SHDC are confidential.

Reports can be made by phone although online reports are preferred.

The SHDC website says that unless you have a good reason for not giving SHDC your details, and explain why, anonymous complaints will not normally be investigated and cannot be reported online. The formal Policy is to not accept anonymous reports.

In making this Policy BPC has considered:

The Parishioner affected or already aware of the matter is able to make a better report because they have a direct understanding of the details of the matter.
Unnecessary delays in reporting are avoided.
Parish Council administrative time is saved.
BPC is not the responsible authority. Reports from BPC are not actioned differently by SHDC to reports from Parishioners.

How to Report

Online reports are preferred.

1. South Hams District Council

https://www.southhams.gov.uk/report-it

01803 861234

1. Devon County Council

https://www.devon.gov.uk/roads-and-transport/report-a-problem/

0345 155 1004

1. Blackawton Website

There are links to SHDC and DCC reporting webpages from the Blackawton Community Website:

https://blackawtoncommunity.com/

ADOPTED – BPC Meeting 9/2/26

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Publication Scheme

admin — Wed, 30 Jan 2019 09:46:42 +0000

Information available from Blackawton Parish Council under the Freedom of Information Act model publication scheme

BPC is expected to make the information in this guide available unless:

it does not hold the information;
the information is exempt under one of the FOIA exemptions or Environmental Information Regulations 2004 (EIR) exceptions, or its release is prohibited by another statute (eg UK GDPR);
the information is readily and publicly available from an external website; such information may have been provided by you or on your behalf. You must provide a direct link to that information;
the information is archived, out of date or otherwise inaccessible; or,
it would be impractical or resource-intensive to prepare the material for routine release.

Information to be published	How the information can be obtained	Cost
Class 1 – Who we are and what we do (Organisational information, structures, locations and contacts) Current information only	(hard copy or website)
List of Council members and their responsibilities as well a list of Council Committees Details of any representation on local public bodies	website hard copy	free 10p/page
Postal and email address Contact details for Parish Clerk and Council members Where possible, provide named contacts including contact phone numbers and email addresses	website hard copy	free 10p/page
Location of main Council office and accessibility details	not held	n/a
Staffing structure	website hard copy	free 10p/page
Class 2 – What we spend and how we spend it (Financial information about projected and actual income and expenditure, procurement, contracts and financial audit) Current and previous financial year as a minimum	(hard copy or website)
Statement of accounts and internal audit report in the format included in the Annual Return form	website hard copy	free 10p/page
Finalised budget	website hard copy	free 10p/page
Precept	website hard copy	free 10p/page
Borrowing Approval letter	Not held	N/A
All items of expenditure above £100	website hard copy	free 10p/page
Financial Standing Orders and Regulations	website hard copy	free 10p/page
Grants given and received	email hard copy	free 10p/page
List of current contracts awarded and value of contract	email hard copy	free 10p/page
Members’ allowances and expenses	website hard copy	free 10p/page
Class 3 – What our priorities are and how we are doing (Strategies and plans, performance indicators, audits, inspections and reviews) Current and previous year as a minimum	(hard copy or website)
Annual governance statement in format included in the Annual Return form	website hard copy	free 10p/page
Parish Plan	not held	N/A
Annual Report to Parish or Community Meeting	website hard copy	free 10p/page
Quality status	not held	N/A
Local charters drawn up in accordance with DLUHC’s guidelines	not held	N/A
Data Protection impact assessments (in full or summary format) or any other impact assessment (eg Health & Safety Impact Assessment, Equality Impact Assessments etc), as appropriate and relevant	hard copy	free 10p/page
Class 4 – How we make decisions (Decision making processes and records of decisions) Current and previous council year as a minimum	(hard copy or website)
Timetable of meetings (Council and any committee/sub-committee meetings and parish meetings)	website hard copy	free 10p/page
Agendas of meetings (as above)	website hard copy	free 10p/page
Minutes of meetings (as above) – exclude material that is properly considered to be exempt from disclosure	website hard copy	free 10p/page
Reports presented to council meetings – exclude material that is properly considered to be exempt from disclosure	website hard copy	free 10p/page
Responses to consultation papers	Email or hard copy	free 10p/page
Responses to planning applications	Email or hard copy	free 10p/page
Bye-laws	Not held	N/A
Class 5 – Our policies and procedures (Current written protocols, policies and procedures for delivering our services and responsibilities) Current information only	(hard copy or website)
Policies and procedures for the conduct of Council business: Procedural standing orders Committee and sub-committee terms of reference Delegated authority in respect of officers Code of Conduct Policy statements	website hard copy	free 10p/page
Policies and procedures for the provision of services and about the employment of staff: Internal instructions to staff and policies relating to the delivery of services Equality and diversity policy Health and safety policy Recruitment policies and details of current vacancies Policies and procedures for handling requests for information Complaints procedures (including those covering requests for information and operating the publication scheme)	website hard copy Equality and diversity policy not currently in place and are scheduled for development BPC does not have: Internal instructions to staff and policies relating to the delivery of services Recruitment policies Policies and procedures for handling requests for information Health and safety policy Complaints Procedure	free 10p/page
Records management, personal data and access to information policies Include information security policies, records retention, destruction and archive policies, and data protection (including data sharing and CCTV usage) policies	website hard copy	free 10p/page
Class 6 – Lists and Registers Currently maintained lists and registers only.	(hard copy or website; some information may only be available by inspection)
Information legally required to hold in publicly available registers (in most circumstances existing access provisions will suffice)	website hard copy	free 10p/page
Assets register, including details of public land and building assets	website hard copy	free 10p/page
Disclosure log indicating the information provided in response to FOIA and EIR requests. These are recommended as good practice	website hard copy	free 10p/page
Register of members’ interests	website hard copy	free 10p/page
Register of gifts and hospitality	website hard copy	free 10p/page
Class 7 – The services we offer (Information about the services we offer, including leaflets, guidance and newsletters produced for the public and businesses) Current information only	(hard copy or website; some information may only be available by inspection)
Allotments	not held	N/A
Burial grounds and closed churchyards	Website email hard copy	free 10p/page
Community centres and village halls	not held	N/A
Parks, playing fields and recreational facilities	not held	N/A
Seating	email hard copy	free 10p/page
Bus shelters	email hard copy	free 10p/page
Markets	not held	N/A
Public conveniences	not held	N/A
Agency agreements	not held	N/A
Services for which we are entitled to recover a fee and details of those fees (eg burial fees)	website hard copy	free 10p/page
Additional Information Information not itemised in the lists above

Schedule of charges

This describes how the charges have been arrived at and should be published as part of the guide.

TYPE OF CHARGE	DESCRIPTION	BASIS OF CHARGE
Disbursement cost	Photocopying @ .10.p per sheet (black & white)	Actual cost *
	Photocopying @ .20.p per sheet (colour)	Actual cost

	Postage	Actual cost of Royal Mail standard 2^nd class

Statutory Fee		In accordance with the relevant legislation (quote the actual statute)

Other

* the actual cost incurred

Blackawton Parish Council Contact Details

parishclerk@blackawtoncommunity.com

07979 391442

Version History – Adopted 11 May 2022, Reviewed 9 March 2026

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Consent Form

Parish Clerk — Fri, 16 Nov 2018 20:03:11 +0000

Click here to download the Consent Form (PDF)

The post Consent Form appeared first on Blackawton.

Privacy Notice

Parish Clerk — Fri, 16 Nov 2018 19:52:41 +0000

Members of the Public – Privacy Notice

The information you provide (personal information such as name, address, email address, phone number) will be processed and stored to enable us to contact you, respond to your enquiry, provide information, and/or access our services.

We hold contact details for parish groups and parish registered charities for the purpose of our role representing the community.

We publish on the Blackawton community website (www.blackawtoncommunity.com) items provided by others such as notices and the Blackawton Beacon newsletter. These are shared on the understanding that the provider of the item has a legal basis for sharing any personal data included.

Sensitive personal data

Sensitive personal data is personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation. Blackawton Parish Council does not ordinarily collect sensitive personal data. In a case where it was necessary to do so explicit consent is obtained.

Cemetery – Privacy Notice

When you make arrangements for an interment or a memorial the personal information you provide, such as name, address, email address, and phone number will be retained while it is useful to contact you about providing the service, invoicing, and about maintenance of the grave. Some records are retained indefinitely. We maintain records of grants of exclusive right of burial, interments, and memorials to manage the Cemetery and to meet our legal obligations. We are required by law to make the register of grants available to the public on request, including the name and address of the grantee. We are also required by law to maintain a register of burials including the full name, age, and address of the people interred, and to make that register available to the public.

General Information

Who are we?

This Privacy Notice is provided to you by the Blackawton Parish Council. Blackawton Parish Council and its Councillors are the data controllers for your data.

The Council works with other data controllers, for example other local authorities and contractors. We may need to share your personal data with them so that they can carry out their responsibilities to the Blackawton Parish Council.

Blackawton Parish Council will comply with data protection law. This law 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.

Information security

Blackawton Parish Council has a duty to ensure the security of personal data. We take steps to protect your information from unauthorised access, loss, manipulation, falsification, destruction, or unauthorised disclosure. This is done through appropriate technical measures and appropriate policies. Copies of these policies can be requested and are available on the website.

We will only keep your data for the purpose it was collected for and only for as long as is necessary. After which it will be deleted. (You may request the deletion of your data held by Blackawton Parish Council at any time).

Sharing Information

The Council will only share your personal data under limited circumstances, when there is a lawful basis to do so.

The Council will share data if there is an issue that puts the safety of staff at risk; with law enforcement and government bodies where there is a lawful requirement/basis for us to do so, and with emergency services and local authorities to help them to respond to an emergency situation.

We do not sell your data.

Children

We will not process any data relating to a child (under 13) without the express parental/ guardian consent of the child concerned.

Access to information

You have the right to request access to the information we have on you. You can do this by contacting our Data Information Officer, the Blackawton Parish Clerk: 07979 391442 or parishclerk@blackawtoncommunity.com

Information correction

If you believe that the information we have about you is incorrect, you may contact us so that we can update it and keep your data accurate. Please contact our Data Information Officer to request this: Blackawton Parish Clerk, 07979 391442 or parishclerk@blackawtoncommunity.com.

Information deletion

If you wish Blackawton Parish Council to delete the information about you please contact our Data Information Officer to request this: Blackawton Parish Clerk, 07979 391442 or parishclerk@blackawtoncommunity.com.

Right to object

If you believe that your data is not being processed for the purpose it has been collected for, you may object: Please contact the Blackawton Parish Clerk to object.

Transfer of Data Abroad

Any personal data transferred to countries or territories outside the United Kingdom will only be placed on systems complying with measures giving equivalent protection of personal rights. Our website is also accessible from overseas so on occasion some personal data (for example in a newsletter) may be accessed from overseas.

How long do we keep your personal data?

We will keep records while they are useful or relevant and/or as required by law. For example some Cemetery records are retained indefinitely. There are detail in the Document Retention and Disposal Schedule.

Rights related to automated decision-making and profiling

Blackawton Parish Council does not use any form of automated decision making or the profiling of individual personal data.

Complaints

If you have a complaint regarding the way your personal data has been processed, you may make a complaint to:

Blackawton Parish Council Data Information Officer: Blackawton Parish Clerk, 07979 391442 or parishclerk@blackawtoncommunity.com and
The Information Commissioners Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, casework@ico.org.uk, Tel: 0303 123 1113

Summary

In accordance with the law, we only collect a limited amount of information about you that is necessary for correspondence, information, and service provision. We do not use profiling and we do not sell your data. We do not use your data for purposes other than those specified. We take steps to ensure that your data is stored securely. We delete all information deemed to be no longer useful or relevant. We review our privacy policies to keep them up to date in protecting your data.

You can request a copy of our policies at any time or access them on https://blackawtoncommunity.com/parish-council/governance-policies/

Version History

Approved: 13/7/26

Replaces 2018 June Blackawton General Privacy Notice

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Record Retention & Disposal Policy

Parish Clerk — Fri, 16 Nov 2018 19:49:44 +0000

Document Retention and Disposal Schedule

Record	Minimum Retention period	Reason	Location	Disposal Method
Email enquiries & contact details	While they are useful and relevant	Management	Council Address	Delete
Minute books	Indefinite	Archive	Council Address Archive at five year intervals with Devon Records Office	N/A
Agendas	5 years	Management	Council Address	delete
Scales of fees and charges	6 years	Management	Council address Can be stored at Devon Records Office	bin
Receipt and Payment accounts	Indefinite	Archive	Council address	N/A
Receipt books	6 years	VAT	Council address	Bin
Bank statements	Last completed audit year	Audit	Council address	shred
Bank paying in books	Last completed audit year	Audit	Council address	shred
Cheque book stubs	Last completed audit year	Audit	Council address	Shred / destroy
Quotations and tenders	6 years	Limitation Act 1980 (as amended)	Council address	Shred / delete
Paid invoices	6 years	VAT	Council address	Shred / delete
Paid cheques	6 years	Limitation Act 1980 (as amended)	Council address	Shred / destroy
VAT records	6 years (20 years for VAT on rents)	VAT	Council address	Shred / destroy
Petty cash, postage and telephone books	6 years	Tax, VAT, Limitation Act 1980 (as amended)	Council address	Shred / destroy
Timesheets	Three years (or Last completed audit year)	Audit (requirement) & Personal injury (best practice)	Council address	Delete
Wages records	12 years	Superannuation	Council address	Delete / Destroy
Insurance policies	While valid	Management & legal proceedings	Council address	Delete / Shred
Certificates for insurance against liability for employees & Insurance companies names and policy numbers	40 years from the date on which the insurance commenced or was renewed	The Employers’ Liability (Compulsory Insurance) Regulations 1998 (SI.2753) Management,	Council address	Delete / Shred
Accident & Incident Reports	20 years	Potential Claims		Confidential waste. A list will be kept of documents disposed of to meet GDPR reqiremets GN36.
Playground Inspection Reports	18 years	Negligence and other torts	Council address	Delete / shred
Investments	Indefinite	Audit, Management	Council address	N/A
Title deeds, lease agreements, contracts	Indefinite	Audit, Management	Council address	N/A
Members allowances register	6 years	Tax Limitation Act 1980 (as amended)	Council address	Delete / shred
Planning documents	Retain PC response and other docs as below Retain plans and decision notice until development completion Retain appeal decisions. Retain refusal documents until end of appeal expiry period In practice three years or longer for’ important’ applications.	To monitor the planning process	Council address South Hams District Council Website	Delete / Destroy
Information from other organisations	While they are useful and relevant	Management	Council address	Delete / Destroy
Correspondence	While they are useful and relevant. As for Audit & Planning.	Management	Council address	Delete / Shred
Documentation relating to staff	While they are useful and relevant or required for legal reasons.	References, tax, National Insurance Contributions, pension, legal claim (usually within 6 months of ending employment, 6 years if Limitations Act 1980 applies)	Council address	Delete / Shred
Local historical information		Local Government (Records) Act 1962	Council address. Can be stored by County Record Office.	N/A
Burial ground Register of burials Register of purchased graves Register/plan of grave spaces Register of memorials Register of fees collected Disposal certificates Copy certificates of grant of exclusive right of burial Any specified rights relating to graves Register of disinterments	indefinite	Local Authorities Cemeteries Order 1977	Council address	N/A
Documents retained because of actual or risk of legal process
Negligence and other ‘torts’	6 years	Limitation period	N/A	Delete / Shred
Defamation	1 year	Limitation period	N/A	Delete / Shred
contract	6 years	Limitation period	N/A	Delete / Shred
leases	12 years	Limitation period	N/A	Delete / Shred
Sums recoverable by statute	6 years	Limitation period	N/A	Delete / Shred
Personal injury	3 years	Limitation period	N/A	Delete / Shred
To recover land	12 years	Limitation period	N/A	Delete / Shred
Rent	6 years	Limitation period	N/A	Delete / Shred
Breach of trust	none	Limitation period	N/A	Delete / Shred

National Association of Local Councils Legal advice ‘Local Council Documents and Records’ states that:

For the sake of completeness, it should be noted that some limitation periods can be extended. Examples include:

Where individuals do not become aware of damage until a later date (e.g. in the case of disease).

Where damage is hidden (e.g. to a building).

Where a person is a child or suffers from a mental incapacity.

Where there has been a mistake by both parties or

Where one party has defrauded another or concealed facts.

In such circumstances, individual councils will need to weigh

(i) the costs of storing relevant documents and (ii) the risks of:

Claims being made.

The value of the claims.

The inability to defend any claims made should relevant documentation be destroyed.¹

Para 2.7.6. of the Code of Practice on the management of records issued under section 46 of the Freedom of Information Act 2000 states that

‘Authorities should be able to explain why they no longer hold information, either by

reference to a record of its destruction or by reference to the authority’s policy. If destruction is carried out by a contractor, the authority should obtain proof, for example, a certificate of destruction. ²

Document Storage, Retrieval and Security

Electronic records are stored on a password protected laptop in labelled folders. Folders are backed up regularly to a cloud drive.

Email is organised in labelled folders and backed up by the service provider.

Paper records are kept at the Council address in labelled folders and files.

References:

NALC Legal Topic Note 40, 2013, updated August 2022³
Code of Practice on the Management of Records issued under Section 46 of the Freedom of Information Act 2000

Version History

Approved 6 November 2018 MN154/18.
Reviewed 9 March 2026

1 https://www.nalc.gov.uk/resource/local-council-documents-and-records.html

2 https://assets.publishing.service.gov.uk/media/6114c3278fa8f506c4d84100/Freedom_Information_Code_Practice_Web_Accessible.pdf

3 https://www.nalc.gov.uk/resource/local-council-documents-and-records.html

The post Record Retention & Disposal Policy appeared first on Blackawton.

Privacy Policy

Parish Clerk — Fri, 16 Nov 2018 19:47:39 +0000

Data Protection Policy

1. INTRODUCTION

1.1 Blackawton Parish Council has a responsibility under the General Data Protection Regulations (GDPR) 2018 and the UK Data Protection Act 2018 to hold, obtain, record, use and store all personal data relating to an identifiable individual in a secure and confidential manner. This Policy is a statement of what the Council does to ensure its compliance with the Act.

1.2 The Data Protection Policy applies to all Council employees, members, volunteers, contractors and to staff members of any other bodies with whom the Council works with who handle Council data jointly. The Policy provides a framework within which the Council will ensure compliance with the requirements of the Act and will underpin any operational procedures and activities connected with the implementation of the Act.

2. AIMS

2.1 Blackawton Parish Council is committed to ensuring that all personal data collected is processed in accordance with all relevant data protection laws including the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA 2018).

2.2 The lawful basis of processing will most commonly be public task and contract. Further information regarding the legal basis is outlined in section 10. Blackawton Parish Council is registered as a data controller with the Information Commissioner with the identifying reference Z2114570.

3. SCOPE

3.1 This policy applies to all personal data, regardless of whether it is in paper or electronic format.

3.2 In order to conduct its business, services and duties, Blackawton Parish Council processes a wide range of personal data and non-personal data relating to its own operations and some which it handles on behalf of partners. This data can be classified as:

Confidential information about other organisations because of commercial sensitivity;
Personal data concerning current, past and potential employees, Councillors and volunteers;
Personal data concerning individuals who contact the Parish Council for information, to access its services or facilities or to make a complaint;
Data shared in the public arena about the services the Parish Council offers, its mode of operations and other information it is required to make available to the public;
Confidential information and data not yet in the public arena such as ideas or policies that are being progressed.

3.3 Blackawton Parish Council will adopt procedures, and manage in a responsible manner, all data which it handles and will respect the confidentiality of both its own data, data belonging to partner organisations it works with and members of the public. In some cases it will have contractual obligations towards confidential data but will also have specific legal responsibilities for personal and sensitive information under data protection legislation.

3.4 The Council will be as transparent as possible about its operations and will work closely with the public, the community and voluntary organisations. Therefore, in the case of all information which is not personal or confidential, it will be prepared to make it available to partners and members of the Parish’s communities. Details of information which is routinely available is contained in the Council’s Publication Scheme which is based on the statutory model publication scheme for local councils.

3.5 Children

Blackawton Parish Council will not process any data relating to a child (under 13) without the express parental/guardian consent of the child concerned, or where we are lawfully obliged to do so.

4. DISTRIBUTION

4.1 This policy is available on the Council website and in hard copy by contacting the Clerk to the Council.

4.2 To comply with the fair processing requirements of the UK GDPR, the Council will inform its staff, Councillors, volunteers, contractors, and other community users of the data it collects, processes and holds, the purposes for which the data is held, and any third parties to whom it may be passed. This information forms part of the Privacy Notice which is available on the Council website. A hard copy of the Privacy Notice is available from the Council offices or by contacting the Clerk to the Council. The Privacy Notice is reviewed at least annually, and any significant changes will be publicised.

5. DEFINITIONS

5.1 Personal Data – Any combination of data items which could identify a living person and provide specific information about them, their families, or circumstances. The term covers both facts and opinions about an individual. The Council may process a wide range of personal data of staff, councillors, volunteers, and residents as part of its operation. This personal data may include (but is not limited to):

names and addresses (including email addresses);
date of birth;
photo;
bank details;
references;
employment history;
taxation and national insurance records;
appraisal records;
service bookings (cemetery);
complaints;
posts on social media networking sites.

5.2 Special Category Personal Data – Personal data which is more sensitive and so needs more protection, including information about a living individual’s:

Racial or ethnic origin
Political opinions
Religious or philosophical beliefs
Trade union membership
Genetics
Biometrics (such as fingerprints, retina and iris patterns), where used for identification
purposes
Health – physical or mental
Sex life or sexual orientation

Note that criminal records are treated in much the same way as other special category data.

Blackawton Parish Council does not ordinarily collect sensitive personal data. In a case where it was necessary to do so explicit consent would be obtained.

5.3 Processing – Anything done to personal data such as obtaining, recording, or holding the information or data or carrying out any operation or set of operations on the information or data, including:

collecting, organising, structuring, storing, adapting, altering, retrieving, using, erasing, or destroying.
disclosing the information or data by transmission, dissemination or otherwise making it available.

5.4 Data Subject – The identified or identifiable living individual whose personal data is held or processed. That may be an employee, prospective employee, associate or prospective associate of Blackawton Parish Council or someone transacting with it in some way, or an employee, Councillor, or volunteer with one of our customers, or persons transacting or contracting with one of our customers when we process data for them.

5.5 Data Controller – a person who (either alone or jointly or in common with other persons) (e.g. Council, employer, other council) determines the purposes for which, and the manner in which, any personal data is to be processed.

5.6 Data Processor – A person or other body, other than an employee of the data controller, who processes personal data on behalf of the data controller.

5.7 Personal Data Breach – A breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to personal data.

6. Roles and Responsibilities

6.1 This policy applies to all staff, Councillors, and volunteers who work at the Council, and to external organisations or individuals working on its behalf.

6.2 Councillors – Councillors have overall responsibility for ensuring that the Council complies with all relevant data protection obligations.

6.3 Clerk to the Council – The Clerk to the Council acts with the delegated authority of Full Council on a day-to-day basis and will have the role of the Data Information Officer. In the Clerk to the Council’s absence or in the case of an emergency, this role will be delegated to the XXX (Councillor, Deputy Clerk or another officer/councillor.

6.4 All staff – All staff are responsible for:

Familiarising themselves and complying with this policy. The Council aims to allow individuals the confidence to report genuine mistakes. However, staff should be aware, that a deliberate or reckless disregard of this policy could result in disciplinary action being taken.
Taking care to ensure the safe keeping of personal data, minimising the risk of its loss or misuse at all times. All staff should adopt the approach that they should treat the personal data of others with the same care with which they would treat their own.
Using personal data only on secure password protected computers and other devices, ensuring that they are properly “logged-off” at the end of any session in which they are using personal data.
Storing, transporting and transferring data using encryption and secure password protected devices.
Not transferring personal data to personal devices
Deleting data in line with this policy and the retention schedule
Informing the Council of any changes to their personal data, such as a change of address
If to the Clerk to the Council has the questions below they will be addressed with reference to the Devon Association of Local Councils and/or the Information Commissioner’s Office, or the Parish Council as required:

- Any questions about the operation of this policy, data protection law, retaining or sharing personal data or keeping personal data secure.
- If they have any concerns that this policy is not being followed.
- If they are unsure whether they have a lawful basis upon which to use personal data in a particular way.
- If they need to rely on or capture consent, deal with data protection rights invoked by an individual, or transfer personal data outside the European Economic Area
- The discovery of a data breach or near miss (immediate action is required) – please refer to the Data Breach Policy and section 13 of this policy.
- Whenever they are engaging in a new activity that may affect the privacy rights of individuals.
- If they are to share personal data with a data processor, for example a contractor or someone offering a service, in which case a contract is likely to likely to be required please see – Sharing Personal Data (section 10)

7. Data Information Officer (DIO)

7.1 Blackawton Parish Council has appointed the Blackawton Parish Clerk to be its Data Information Officer. The Data Information Officer (DIO) is responsible for advising on the implementation of this policy, monitoring compliance with data protection law, providing support and developing related policies and guidelines where applicable, in amongst other data protection related functions. Where relevant they will provide the Council with advice and recommendations on data protection issues.

7.2 Under Section 7 of the DPA 2018, Parish Councils are exempt from appointing a Data Protection Officer.

7.3 The Blackawton Parish Clerk contact details are: 07979 391442 or parishclerk@blackawtoncommunity.com.

8. Subject Access Requests and Other Rights of Individuals

8.1 In all aspects of its work, the Council will ensure that the rights of the Data Subject are protected by all practicable measures associated with the conduct of the Council’s work. Subject to exceptions, the rights of the data subject as defined in law are:

a) The Right to be informed.

The Parish Council advises individuals how it will use their data through the use of transparent Privacy Notices and other documentation such as consent forms where appropriate.

b) The Right of Access

An individual when making a subject access request (SAR) is entitled to the following:

confirmation that their data is being processed.
access to their personal data.
other supplementary information – this largely corresponds to the information that should be provided in a Privacy Notice.

The Council must respond to such a request within 30 days unless the request is complex, in which case it may be extended by a further 60 days. Subject Access Requests will be managed in accordance with the information on the Information Commissioner’s website.

c) The Right to Rectification

Individuals have the right to ask to rectify information that they think is inaccurate or incomplete. The Council has a duty to investigate any such claims and rectify the information where appropriate within 30 days, unless an extension of up to a further 60 days can be justified.

d) The Right to Erasure

The right for an individual to request that their data is erased is not absolute. It applies where:

The information was given voluntarily, consent is now withdrawn and no other legal basis for retaining the information applies.
The information is no longer required by the Council.
A legal obligation to erase the data applies.
The data was collected from a child for an online service.
The Council has processed the data on the basis that it is in their legitimate business interests to do so, and having conducted a legitimate interests test, it concludes that the rights of the individual to have the data erased outweigh those of the Council to continue to process it.

e) The Right to Restrict Processing

An individual may ask the Council to temporarily limit the use of their data when it is considering:

A challenge made to the accuracy of their data, or
An objection to the use of their data.

In addition, the Council may be asked to limit the use of data rather than delete it, if the individual does not want the Council to delete the data but does not wish to it continue to use it, in the event that the data was processed without a lawful basis or to create, exercise or defend legal claims:

f) The Right to Data Portability

An individual can make a request in relation to data which is held electronically for it to be transferred to another organisation or to themselves where they have provided it either directly or through monitoring activities. The Parish Council only has to provide the information where electronically feasible.

g) The Right to Object

Individuals have a right to object in relation to the processing of data for

A task carried out in the public interest
A task carried out in its legitimate interests
Scientific or historical research, or statistical purposes, or
Direct marketing

h) The right to withdraw consent to processing

i) Rights related to automated decision making (This does not apply as the Council does not employ automated decision-making processes).

9. Data Protection Principles

9.1 The GDPR is based on seven key data protection principles that the Council complies with.

9.2 The principles say that personal data must be:

Processed lawfully, fairly and in a transparent manner. The Council will explain to individuals why it needs their data and why it is processing that data, for example on consent forms (where consent is used as the basis for processing), and in its Privacy Notice(s). The Council reviews its documentation and the basis for processing data on a regular basis.

Collected for specified, explicit and legitimate purposes – The Council explains these reasons to the individuals concerned when it first collects their data.
If the Council wishes to use personal data for reasons other than those given when the data was first obtained, it will inform the individuals concerned before doing so, and will seek consent where necessary and appropriate unless the new purpose is compatible with that in respect of which consent was given, or there is another lawful basis for sharing the information. The Council will document the basis for processing. For special categories of personal data, it will also meet one of the special category conditions for processing which are set out in the GDPR and Data Protection Act 2018.

Adequate, relevant, and limited to what is necessary to fulfil the purposes for which it is processed – The Council must only process the minimum amount of personal data that is necessary in order to undertake its work.

Accurate and, where necessary, kept up to date – The Council will check the details of those on its databases at appropriate intervals and maintain the databases. It will consider and respond to requests for inaccurate data to be rectified in accordance with the Data Protection Act 2018.

Kept for no longer than is necessary for the purposes for which it is processed – When the Council no longer needs the personal data it holds, it will ensure that it is deleted or anonymised in accordance with the retention schedule.

Processed in a way that ensures it is appropriately secure – The Council implements appropriate technical measures to ensure the security of data and systems for staff and all users.
Accountability – The Council complies with its obligations under data protection laws including the GDPR and can demonstrate this via the measures set out in this policy, including:

- Completing Data Protection Impact Assessments (DPIAs) where the Council’s processing of personal data presents a high risk to rights and freedoms of individuals, and when introducing new technologies. This largely involves special category personal data and CCTV. Any activity involving the processing of personal data must be registered on the Register of Processing Activity and reviewed, at the very least, annually.
- Integrating data protection into internal documents including this policy, any related policies and Privacy Notices.
- Regularly training members of staff on data protection law, this policy, any related policies and any other data protection matters; the Council will maintain a record of attendance.
- Regularly conducting reviews and audits to test its privacy measures and ensure compliance with relevant legislation and Council policies.
- Maintaining records of its processing activities for all personal data that it holds.

10. Processing Personal Data

10.1 In order to ensure that the Council’s processing of personal data is lawful it will always identify one of the following seven grounds for processing before starting the processing:

Contract: The data needs to be processed so that the Council can fulfil a contract with the individual, or the individual has asked the Council to take specific steps before entering into a contract;

Legal obligation: The data needs to be processed so that the Council can comply with a legal obligation;

Vital interests: The data needs to be processed to ensure the vital interests of the individual e.g. to protect someone’s life;

Public task: The data needs to be processed so that the Council, as a public authority, can perform a task in the public interest, and carry out its official functions;

Legitimate interests: The data needs to be processed for the legitimate interests of the Council or a third party where necessary, balancing the rights of freedoms of the individual). However, where the Council can use the public task basis for processing, it will do so rather than rely on legitimate interests as the basis for processing.

Consent: The individual has freely given clear consent. In the case of special categories of personal data, this must be explicit consent. For processing special categories of personal data an additional lawful basis is needed – these are detailed in the Special Categories of Personal Data Policy
Recognised legitimate interest: the processing is necessary for one of the pre-approved purposes. These are:
- safeguarding “vulnerable” people;
- responding to emergencies;
- preventing or investigating crime;
- national security, public security and defence; and
- sharing personal information with an organisation that needs it for their public task or function at their request.

Neither legitimate interests bases apply if the Council is processing personal information to perform its official tasks.

11. Sharing Personal Data

The Council will only share personal data under limited circumstances, when there is a lawful basis to do so and where identified in the Privacy Notices. The following principles apply:

- The Council will share data if there is an issue that puts the safety of staff at risk;

- The Council’s suppliers and contractors need data to provide services – for example, IT companies. When sharing data, the Council will:

- - Only appoint suppliers or contractors which can provide sufficient guarantees that they comply with data protection law;
  - Establish a data processing contract with the supplier or contractor, either in the contract or as a standalone agreement, to ensure the fair and lawful processing of any personal data it shares where there is regular sharing;
  - Only share data that the supplier or contractor needs to carry out their service, and information necessary to keep them safe while working with the Council.

The Council may also share personal data with law enforcement and government bodies where there is a lawful requirement/basis for us to do so, including:

- For the prevention or detection of crime and/or fraud;
- For the apprehension or prosecution of offenders;
- For the assessment or collection of tax owed to HMRC;
- In connection with legal proceedings;
- For research and statistical purposes, as long as personal data is sufficiently anonymised, or consent has been provided.

The Council may also share personal data with emergency services and local authorities to help them to respond to an emergency situation.

12. Data Protection by Design and Default

12.1 The Council has a legal obligation to integrate appropriate technical and organisational measures into all of its processing activities, and to consider this aspect before embarking on any new type of processing activity.

12.2 It is a statutory requirement that any activity involving a high risk to the data protection rights of the individual when processing personal data be assessed by the Data Protection Impact Assessment. The Council will undertake a DPIA when required.

13. Personal data breaches or near misses

13.1 A Personal Data Breach is defined as “a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed in connection with the provision of a public electronic communications service.” It may be deliberate or accidental.

13.2 Wherever it is believed that a security incident has occurred or a ‘near miss’ has occurred, the the Blackawton Parish Clerk must be informed immediately in order that an assessment can be made as to whether the ICO should be informed within 72 hours as is legally required, and/or those data subjects affected by the breach.

13.3 Data breaches will be managed in accordance with the information on the Information Commissioner’s website.

14. Destruction of records

14.1 The Council applies its retention policy and will permanently destroy both paper and electronic records securely in accordance with these time-frames.

14.2 The Council will securely destroy hard copies and will ensure that any third party who is employed to perform this function will have the necessary accreditations and safeguards.

14.3 If the Council deletes electronic records with the intention put them beyond use, although it may be technically possible to retrieve them, the Council will follow the Information Commissioner’s Code of Practice on deleting data and this information will not be made available on receipt of a subject access request.

15. Training

15.1 To meet its obligations under Data Protection legislation, the Council will ensure that all staff, volunteers, and Councillors receive an appropriate level of data protection training as part of their induction. Those who have a need for additional training will be provided with it, for example relating to use of systems or as appropriate.

15.2 Data Protection also forms part of continuing professional development, and updates will be provided where changes to legislation, guidance or the Council’s processes make it necessary.

16. Monitoring Arrangements

16.1 Whilst the DIO is responsible for advising on the implementation of this policy and helping to monitor the Council’s overall compliance with data protection law, the Council itself is responsible for the day-to-day implementation of the policy and for making the Data Information Officer aware of relevant issues which may affect the Council’s ability to comply with this policy and the legislation.

16.2 This policy will be reviewed annually, unless an incident or change to regulations dictates a sooner review.

17. Complaints

17.1 The Council seeks to implement best practice, strives for the highest standards, and ensures that data subjects are aware of their rights and have easy access to that information on request. The Council is fully transparent and is happy to discuss any concerns about the implementation of this policy or related issues. The Council’s complaints policy may be found on its website.

17.2 You have a right to make a complaint to the Information Commissioner’s Office (ICO), but under most circumstances the ICO would encourage the complainant to raise the issues in the first instance with the Council or via the Parish Council’s DIO (details in section 7).

17.3 The ICO is contactable at;

Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

casework@ico.org.uk

Telephone: 0303 123 1113.

18. Legislation and Guidance

18.1 This policy takes into account the following:

The General Data Protection Regulation (GDPR) 2018
The Data Protection Act (DPA) 2018.
The Protection of Freedoms Act 2012
Guidance published by the Information Commissioner’s Office

19. Links with Other Policies

19.1 This Data Protection Policy is linked to the following:

Information Management System Policy 2026
BPC Record Retention and Disposal Schedule
Public Privacy Notice
Role Holders Privacy Notice
Councillor and Committees Data Protection Checklist

19.2 Who is responsible for protecting a person’s personal data?

The Council, as a corporate body, has ultimate responsibility for ensuring compliance with the Data Protection legislation. The Council has delegated this responsibility day to day to the Blackawton Parish Clerk: 07979 391442 or parishclerk@blackawtoncommunity.com.

Version History

Approved: 13/7/26

Replaces 2018 November BPC Privacy Policy

The post Privacy Policy appeared first on Blackawton.

Planning Applications

admin — Thu, 22 Feb 2018 11:12:06 +0000

Blackawton Parish Council is asked to comment on most applications made that fall within the Parish boundary.

South Hams District Council is the local the Planning Authority.

Any views expressed by the Parish Council will be taken into account by SHDC before a decision is made, providing the points made are relevant to the determination of a planning application.

Members of the public can also comment directly to SHDC.

Details of planning applications up for discussion are listed in the Agenda for each meeting.
Members of the public are invited to attend meetings and to contribute their views.

This link below links to the South Hams District Council website. LINK
It has a range of planning resources including:

Search for planning applications,
How to comment on a planning application,
Planning Enforcement – what is a planning breach and how to report it,
Trees, and
Asking a planning question.

The post Planning Applications appeared first on Blackawton.