DATA PRIVACY NOTICE
Newton Valence Parish Council
Newton Valence Neighbourhood Watch Scheme
Newton Valence Sports & Social Club
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the
information alone or in conjunction with any other information in the data controller’s possession or likely to come
into such possession. The processing of personal data is governed by the General Data Protection Regulation (GDPR)
which is effective from 25 May 2018 and supersedes the Data Protection Act 1998.
Newton Valence Parish Council/Neighbourhood Watch Scheme/Sports & Social Club each hold personal data of
residents living within the parish boundary consisting of names and addresses, and in some, but not all cases
telephone/mobile phone numbers and/or e mail addresses which have to date been provided freely to the listed
organisations.
2. Who are we?
Newton Valence Parish Council/Neighbourhood Watch Scheme/Sports & Social Club are the respective Data
Controllers (contact details below). The Controller decides how your personal data is processed and for what
purposes.
3. How do we process your personal data?
The Parish Council/Neighbourhood Watch Scheme/Sports & Social Club comply with their obligations under GDPR by
keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive
amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring
that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes:
 To enable us to provide a service for the benefit of residents living within Newton Valence Parish Boundary;
 To maintain a Parish Council Master List/Neighbourhood Watch Scheme List/Sports & Social Club
membership record;
 To promote the interests of Newton Valence including fundraising (e.g. village hall refurbishment);
 To manage lists of volunteers (e.g. village fete stalls, pond clearing, churchyard tidy up);
 To maintain our respective records (including planning applications, surveys/questionnaires e.g. Village
Plan);
 To inform residents of news, events, activities and services in Newton Valence (e.g. Parish Council Minutes)
4. What is the legal basis for processing your personal data?
GDPR sets out six lawful grounds for processing personal data, and these are as follows:
a. CONSENT – the individual has given their Consent to the processing of their Personal Data.
b. CONTRACTUAL - processing of Personal Data is necessary for the performance of a contract to which
the individual is a party or for the Controller to take pre-contractual steps at the request of the
individual.
c. LEGAL OBLIGATION - processing of Personal Data is necessary for compliance with a legal obligation to
which the Controller is subject.
d. VITAL INTERESTS - processing of Personal Data is necessary to protect the vital interest of the
individual or of another individual.
e. PUBLIC TASK - processing of Personal Data is necessary for the performance of a task carried out in
the public interest or in the exercise of official authority.
f. LEGITIMATE INTERESTS – processing is necessary under the Legitimate Interests of the Controller or
Third Party, unless these interests are overridden by the individual’s interests or fundamental rights.
Newton Valence Parish Council and Neighbourhood Watch Scheme are using item e (Public Task) and the Sports &
Social Club is using item f (Legitimate Interest) as the lawful basis for processing residents’ personal data. For
these lawful purposes consent is not required.
5. Sharing your personal data
Your personal data will be treated as strictly confidential and will not be shared by the Parish Council. It should be
noted that residents may e mail other Newton Valence residents for social purposes and invitations such as the Fete,
Open Gardens etc without obtaining prior consent. Out of courtesy it is recommended that bcc is used for all large e
mail distribution lists to preserve confidentiality. These e mail distribution lists cannot be forwarded to, or shared
with third parties outside Newton Valence.
6. How long do we keep your personal data?
We keep data on residents only whilst they reside in Newton Valence. Specifically, we retain a Parish Master List
derived from the EHDC electoral register, combined with local knowledge of people moving into and out of the
village. Newton Valence Parish Council/Neighbourhood Watch Scheme/Sports & Social Club liaise to ensure the
accuracy and currency of residents’ contact details.
7. Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
 The right to request a copy of your personal data which Newton Valence Parish Council/Neighbourhood
Watch Scheme/Sports & Social Club holds about you;
 The right to request that Newton Valence Parish Council/Neighbourhood Watch Scheme/Sports & Social
Club corrects any personal data if it is found to be inaccurate or out of date;
 The right to request your personal data is erased where it is no longer necessary for Newton Valence Parish
Council/Neighbourhood Watch Scheme/Sports & Social Club retain such data;
 The right to withdraw your consent to the processing at any time;
 The right to request that the data controller provide the data subject with his/her personal data and where
possible, to transmit that data directly to another data controller, (known as the right to data portability -
only applies where the processing is based on consent or is necessary for the performance of a contract with
the data subject);
 The right, where there is a dispute in relation to the accuracy or processing of your personal data, to
request a restriction is placed on further processing;
 The right to object to the processing of personal data;
 The right to lodge a complaint with the Information Commissioners Office.
8. Further processing
If Newton Valence Parish Council/Neighbourhood Watch Scheme/Sports & Social Club wish to use your personal
data for a new purpose, not covered by this Data Privacy Notice, then we will provide you with a new notice
explaining this new use prior to commencing the processing and setting out the relevant purposes and processing
conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
9. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact:
Newton Valence Parish Council Data Controller Sue Harrington on 01420 587430 or email
sue.harrington@talktalk.net
Newton Valence Neighbourhood Watch Data Controller Maggie Marten on 01420 588336 or e mail
themartenfamily@btinternet.com
Newton Valence Sports & Social Club Data Controller Tara Simpson on 01420 587235 or e mail
tara.simpson1904@gmail.com
You can contact the Information Commissioners Office on 0303 123 1113
or via the website https://ico.org.uk/global/contact-us/email/
or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF