Privacy Statement

Data Protection Policy

Garsington Parish Council recognises its responsibility to comply with the Data Protection Act 1998 and the General Data Protection Regulation 2018.  The Act and regulation regulate the use of personal data, this does not have to be sensitive data, it can be as little as a name and address.

The Data Protection Act

The Data Protection Act 1998 sets out high standards for the handling of personal information and protecting individual’s rights for privacy. It also regulates how information can be collected, handled and used. The Data Protection Act applies to anyone holding information about people electronically or on paper.

The General Data Protection Regulation

The General Data Protection Regulation 2018 says that the information provided to people about how we process their personal data must be concise, transparent, intelligible and easily accessible, written in clear and plain language, particularly if addressed to a child, and free of charge.

As a local authority, Garsington Parish Council has a number of procedures in place to ensure it complies with the Data Protection Act 1998 and the General Data Protection Regulation 2018 when holding personal information.

Garsington Parish Council has appointed the Clerk as the designated Data Protection Officer.  The Clerk will receive training for this role if required.

When dealing with personal data, Garsington Parish Council Clerk and Councillors will ensure that:

Collecting Data

Garsington Parish Council will be open with people when taking personal details from them eg if a person gives their email or phone number, this will only be used for the purpose it has been given and not disclosed to anyone else.

Storing and Accessing Data

Garsington Parish Council may hold information about individuals such as addresses, telephone numbers and email addresses. Non-electronic data are kept in a secure location at the Clerk’s place of residence and are not available for the public to access.  All electronic data is password protected. Once data is not needed, is out of date or served its use, it will be deleted or destroyed.

The Parish Council is aware that people have the right to access any information that is held about them.

If a person requires to see any data that is held about them –

Where a person requests that their data is rectified or erased, this will be carried out.

Disclosure of information

If a member of the Parish Council needs access to information to carry out their duties, this is acceptable. They can only access as much information as necessary and should only be used for that specified purpose.


When complaints or queries are made, they will remain confidential unless the subject gives permission otherwise. Personal data handling will also remain confidential.

If a data breach is identified, the ICO (Information Commissioner’s Office) will be informed and an investigation will be conducted.

This policy will be reviewed annually as well as the compliance and effectiveness of the policy.