Who we are
Todwick Parish Council is the data controller responsible for the personal information you provide to us.
Contact details: Rod Walker, Clerk to the Council (clerk@todwick-pc.gov.uk)
Data Protection Officer: Paul O’Sullivan (dpo@todwick-pc.gov.uk)
What information we collect
We may collect and process the following personal information:
- Contact details (name, address, phone, email)
- Information relating to your correspondence with the Council
- Information required for statutory purposes (e.g. planning responses, allotments, cemetery records)
- Information required for events, bookings or council services
Why we collect your information (lawful basis)
We process your personal data to carry out our duties as a parish council. The lawful bases we rely on include:
- Public task – carrying out our statutory functions
- Legal obligation – compliance with legal requirements
- Consent – where you have given explicit permission (e.g. mailing lists, photographs at events)
- Contract – where processing is necessary to deliver a service you have requested
How we use your information
We will use your personal data for purposes including:
- Responding to correspondence and enquiries
- Delivering council services
- Maintaining statutory records
- Managing events, bookings, and contracts
We will not use your personal information for marketing without your consent.
Who we share information with
We may share your data with:
- Other public authorities (e.g. Rotherham Metropolitan Borough Council) where legally required
- Contractors and service providers acting on behalf of the Council (under written contract)
- The Information Commissioner’s Office if required under law
We will not sell or share your personal data with third parties for commercial purposes.
How long we keep your information
We will only keep your personal information for as long as necessary to fulfil the purpose it was collected for. The Council follows a data retention and disposal schedule based on national guidance.
Your rights
Under UK GDPR, you have the right to:
- Be informed about how your data is used
- Access your data (subject access request)
- Rectify inaccurate information
- Request erasure of your data (where applicable)
- Restrict processing
- Object to processing
- Request data portability (where applicable)
- Withdraw consent where processing is based on consent
Requests should be made in writing to the Clerk or Data Protection Officer. We will respond within one month.
How to complain
If you are unhappy with how your data has been handled, you should contact the Data Protection Officer. If you remain dissatisfied, you can complain to the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Helpline: 0303 123 1113
Approval
This privacy notice was approved by Todwick Parish Council on 30th September 2025. It will be reviewed annually or when new guidance is issued.