Privacy Statement

This Privacy Statement describes what types of information we collect from you, how it is used by us, how we share it with others, how you can manage the information we hold and how you can contact us. The contents may change so you may wish to check this page occasionally.

The Information We Collect

We collect information from you for the purposes of the provision of services, in the public interest, and where we have a legal requirement to do so. Such examples are:

1. The Town Council’s executive work, for example organising Council meetings, recording Council meetings for public viewing and transparency, publication of minutes, decisions and annual accounts, and Councillor contact information.
2. Customer services such as making bookings at Council run facilities including the Town Hall, Neeld, Stanley Park Sports Ground, Chippenham Museum and London Road Cemetery, general enquiries, complaints, and compliments.
3. Engagement with local community organisations and businesses for the purposes of project work, volunteer work, grant applications, work experience opportunities and community events.
4. Neighbourhood planning and engaging with the community and stakeholders to play an active part of the development of the Town.
5. Environmental services and the management of green spaces, working with local groups and partners and communicating information to interested parties.

The Legal Basis for Processing Your Information

Depending on the reason that you provide information to us, the legal basis may be one of the following:

1. When you enter into a contract with us for employment purposes, use of an allotment or as a business provider. Article 6(1)(b) of the General Data Protection Regulations (GDPR).
2. Where processing is necessary for the purposes of interests pursued by the Council such as enquiries, civic events or planning consultations. Article 6(1)(f), GDPR.
3. When you specifically consent to the use of your personal data for communication with you promoting local businesses, events and, opportunities or as part of a specific event. We will always ask your consent and will make it clear to you what we will do with your personal data. Article 6(1)(a), GDPR.
4. We may be required to process information when the law requires us to so for such as health and safety requirements, audit functions or as part of the employment Article 6(1)(c), GDPR.
5. We may process your personal data when you provide it to us for the provision of a task that we are required to perform such as managing allotments. Article 6(1)(e), GDPR.
6. In the unlikely event of personal injury, we may need to provide personal data about you in your vital interests. Article 6(1)(d), GDPR.

When we handle special categories of personal data we are required to do so under an additional legal basis. Special categories of personal data include more sensitive information such as health, ethnicity, religious or political information. Below is a list of examples where we may use such information:

1. In the administration of staff, such as during the recruitment process or as a requirement to demonstrate equality in the workplace. This may include information related to criminal Article 9(2)(b) and schedule 1, part 1, Data Protection Act 2018.
2. Providing adequate access to any of the Council’s services or facilities and ensuring the inclusion of all individuals. Article 9(2)(h), GDPR.
3. Where you provide explicit consent for us to do Article 9(2)(a), GDPR.

Sharing Your Information

We will only share your information where we have a clear legal reason to do so, or you have provided consent and, in any case, you will be provided with more specific information in the form of a privacy notice at the time your data is collected. Examples of sharing include the following:

1. With third party companies that may require the data to fulfil a service request that you have made, such as part of a booking or event management.
2. With Wiltshire Council when the processing purpose requires their involvement or maybe required in order to recover unpaid tax.
3. With HMRC and the Department for Work and Pensions.
4. With the Police for the prevention and detection of crime or, for the apprehension of offenders.

The Length of Time We Keep Your Data For

In most cases general communications or enquiries are held for 2 years, financial and employment information up to 7 years after the last transaction. Please see the Council’s Data Retention Policy for further details.

What are your rights?

You have a number of rights in relation to your personal information under data protection law. In relation to most rights, we will ask you for information to confirm your identity and, where applicable, to help us search for your personal information. We will respond to you within 30 days after we have received any request (including any identification documents requested).

You have the right to:

1. Ask for a copy of the information that we hold about you (click on the following link to view the Subject Access Request – Subject Access Requests)
2. Correct and update your information;
3. Withdraw your consent (where we rely on it).
4. Object to our use of your information (where we rely on our legitimate interests to use your personal information) provided we do not have any continuing lawful reason to continue to use and process the information.
5. Erase your information (or restrict the use of it), provided we do not have any continuing lawful reason to continue to use and process that information;
6. Transfer your information in a structured data file (in a commonly used and machine-readable format), where we rely on your consent to use and process your personal information.

To view our Data Protection Policy, which includes further information and details on how to make a request, please click the following link – Data Protection Policy.

For further information on our Data Breach Policy, Data Retention Policy and Data Privacy Impact Assessment and Privacy Notices Policy, please click on the respective links below,

Data Breach Policy
Data Retention Policy
Data Privacy Impact Assessment and Privacy Notices Policy

Privacy Notices:

To view our Privacy Notices, please click on the links below,

Allotments Privacy Notice
Apprenticeships Privacy Notice
CCTV Privacy Notice
Climate Emergency Advisory Group Privacy Notice
Civic Events Privacy Notice
Chippenham Neighbourhood Plan Public Consultation Privacy Notice
Digital news – Community Survey Prize Privacy Notice
Digital News – Community Survey Receive CTC News Privacy Notice
Digital News – Community Survey Submission Privacy Notice
Electoral Register Privacy Notice
Employees Privacy Notice
Finance Privacy Notice
Job Applications Privacy Notice
Marketing & Newsletters Privacy Notice
Museum Enquiries Privacy Notice
Museum Volunteers Privacy Notice
Planning Privacy Notice
Property Leasing Privacy Notice
Report-it Privacy Notice
Visitors Privacy Notice
Youth Council Privacy Notice

Contact information

You can exercise the above rights and/or manage your information by contacting us using the details below:

Identity of data controller: Chippenham Town Council

Postal address: The Town Hall, High Street Chippenham, Wiltshire, SN15 3ER
Email: enquiries@chippenham.gov.uk
Phone:  01249 446699

You can contact our Data Protection Officer:  dpo@chippenham.gov.uk

Complaints

If you wish to raise a complaint about how we have handled your personal data, please contact us at dpo@chippenham.gov.uk.
If you are not satisfied with our response you can complain to the Information Commissioner’s Office (ICO). The ICO’s contact details are below:

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Email: casework@ico.org.uk
Phone: 0303 123 1113

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