Please note this document is easier to view as a pdf due to its format.
| Service – General Office | How would we rectify/delete/restrict processing/transfer/deal with an objection/stop automated decisions/profiling of the data if requested? | ||||||||||
| What personal data do we hold? | Where does it come from? | Who we share it with? | Lawful basis for processing the information | What format is it in? | How is it secured? | Who is responsible for it? | Rectify | Delete | Restrict processing | Transfer | Automated decisions/Profiling |
| Email/telephone or face-to-face enquiries (name, address, email, phone numbers) | Members of the public | A redacted version removing personal data with Councillors and other members of the public. Some data is shared where necessary, in order to resolve any issues raised by the member of public. | Necessary for performance of task in public interest or in official authority | Written and electronic | The electronic files are password protected. Hard copies are kept securley. | Clerk/RFO | Update data | Trace and shred written submission from filing system and delete electronic copies | Trace and mark written copy from filing system and mark electronic copies | Retrieve from filing system and post, and retrieve from electronic system and email | Destroy or transfer to Dorset History Centre as soon as there is no longer an administrative requirement. |
| Grant application process (name, address, telephone numbers, email addresses, bank statements and details) | Groups and organisations | A redacted version removing personal data with Councillors and other members of the public, where appropriate. | Necessary for performance of a potential contract | Written and electronic | The electronic files are password protected. Hard copies are kept securley. | Clerk/RFO | Update original and copies | Trace and shred written submission from filing system and delete electronic copies | Trace and mark written copy from filing system and mark electronic copies | Retrieve from filing system and post, and retrieve from electronic system and email | Destroy or transfer to Dorset History Centre as soon as there is no longer an administrative requirement. |
| Contacts and Addresses Database (name, address, telephone numbers, email addresses) | Councillors, volunteers and external organisations | This information is only used to send invitations, news and event details to those on the database. | The Parish Council uses this data in order to involve people and keep them updated on activities of the council. Consent forms have been sent (or are being sent) to all contacts on the databases to ensure explicit consent exists. | Electronic | The electronic files are password protected. | Clerk/RFO | Update database | Delete entry in database | Mark electronic entry | Retrieve from database and email | N/A |
| Electronic bank details | Councillors and members of local organisations | Clerk/RFO | Necessary for paymnet of grants, materials invoices etc.. | Written and electronic | The only electronic device that holds this data is the Clerks’ computer and it is saved on the Unity Trust electronic banking site which is password protected. Only the Clerk and chairman can set up payments. | Clerk/RFO | Update original and copies | Trace and shred written submission from filing system and delete electronic copies | Trace and mark written copy from filing system and mark electronic copies | Retrieve from filing system and post, and retrieve from electronnic system and email | N/A |
| Reports to Committees and Council + Agendas and minutes | Clerk | These are public documents, however some information is confidential i.e staffing matters are for Councillors only. Redaction of names and contact details may be carried out to protect individuals. | Necessary for performance of task in public interest or in official authority | Written and electronic | The electronic files are password protected. Hard copies are kept securley. | Clerk/RFO | Update reports | Trace and shred written submission from filing system and delete electronic copies | Trace and mark written copy from filing system and mark electronic copies | Retrieve from filing system and post, and retrieve from electronnic system and email | Destroy or transfer to Dorset History Centre as soon as there is no longer an administrative requirement. |
| Data the Parish Council publishes on the Councillors on website and notice boards | Clerk | Members of the public | Necessary for performance of task in public interest or in official authority | Written and electronic | Clerk/RFO | Minutes and Agendas should be kept as a permanent record of the PC activities. transfer to Dorset History Centre as soon as there is no longer an administrative requirement. | |||||
Appendix
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