Your data privacy

Outwood Parish Council Privacy Notice

When you contact the Parish Council, for any reason, the information you provide will be processed and stored so that it is possible for us to contact you, respond to your correspondence, provide information and/or access the services. We only collect a limited amount of information about you and only the information necessary for us to be able to carry out our duties as a Parish Council.

We absolutely promise that your personal information will be not shared or provided to any third party (unless you say we can or a law says we must).

We make sure your data is stored safely and take care on security. For example if we contact you about Parish council business then we will only use an outwood.org.uk email address so you know it definitely from us.

What we collect:

When we collect your personal data Outwood Parish Council is the data controller and we may collect

  • Names, titles, and  photographs ( if attending village events);
  • Contact details such as telephone numbers, addresses, and email addresses;
  • We may also use anonymous data for research and improve the Village (for example the ages of children in the village so we can recommend playground equipment).

It is very unlikely that we will ever hold any “special category” (race, ethnic origin, biometric data, politics, religion, health, sexual orientation, genetics)   data about you but if we do it will be with your explicit consent.


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

Our lawful basis for processing your data

  • Processing is with consent of the data subject (you have said we can use your information in that way)
  • Processing is necessary for compliance with a legal obligation ( for example General spending)) 
  • Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller (for example support for any anti-litter campaigns )

Other data controllers the council works with:

We may need to share your personal data with others tiers of local government and their partners so that they can carry out their responsibilities to the parish council. For example we may talk to Tandridge District Council about a complaint that you have brought to the Parish council.  We will normally tell you before we do this.

How long do we keep your personal data?

We only keep your personal data for as long as we need to and we delete all information when it is no longer necessary. We might 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.

Your Rights

  • Access to Information - You have the right to request access to the information we have on you. There is no fee for this but we do have to verify that you are who you say you are.
  • 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.
  • Deletion - If you wish Outwood Parish Council to delete the information about you  then you can ask us to do so
  •  Right to Object - If you believe that your data is not being processed for the purpose it has been collected for, you may object and get us to stop doing it
  • Rights Related to Automated Decision Making and Profiling- Outwood Parish Council  does not use automated decision making or 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 Outwood Parish Council

To ask about any of the above or, if you have any other questions about how we use your personal data, please contact the Outwood Parish Clerk at parish.clerk@outwood.org

Changes to this notice.

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