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Council contact details
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Contact name:Steve Smith
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Contact address:
D'Urberville Centre, Colliers Lane, Wool BH20 6DL
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Contact phone number:1929460054
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Contact email:
woolparishcouncil@gmail.com
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Last reviewed May 2025. To be reviewed in May 2026.
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Information
type		What personal information (data) is collected?Category of
individual		Where does the
data go?		Where and how is
the data stored?		What security measures
do you use?		Why do you need the data? Processing purposeLawful basis
for processing		How long do you
retain the data?
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Information in
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Email inEmail address, persons name and possibly phone numberResident/councillor/employee/contractorTo the intended recipient/council meetingEmail server/hard drive/hard copyPassword/encryptionManagementPublic interest/legal obligation/contractAs long as necessary
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Phone messagePersons name and phone numberResident/councillor/employee/contractorTo the intended recipient
Telephone system/written note
NoneManagementPublic interest/contract/legal obligationUntil actioned
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Phone callPersons name, phone number and possibily email address for follow upResident/councillor/employee/contractorTo recipientN/ANoneManagementPublic interest/legal obligation/contractUntil actioned
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InvoicesPersons name, email address, address, bank detailsContractorTo recipient and to council meetingFiling cabinet/email system/hard drivePassword/locked officeSalesContract/legal obligation/public interest8 years
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Residents lettersPersons name, address, phone number, email addressResidentTo recipient and to council meetingFiling cabinet Locked officeManagementLegal obligation/public interestAs long as necessary
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Councillors acceptance of office formsName CouncillorTo clerkFiling cabinet/hard driveLocked officeLegal requirementLegal obligationTerm of office
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Electoral RollName, addressResidentsTo clerkHard drivePassword/locked officeManagementPublic interestIndefinitely
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Councillors register of interestsName, addressCouncillorTo clerkFiling cabinet/hard drive/websitePassword/locked officeLegal requirementLegal obligationIndefinitely
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Email service of agenda consentName, email addressCouncillorTo clerkHard copy/hard drivePassword/locked officeLegal requirementLegal obligationTerm of office
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Allotment registerName, address, telephone numberResidentTo clerkHard drive/filing cabinetPassword/locked officeManagementContractIndefinitely
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Allotment tenancy agreementsName, addressResidentTo clerkHard drive/filing cabinetPassword/locked officeManagementContractIndefinitely
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Planning applicationsName, addressResidentTo clerk, councilHard drive/filing cabinetPassword/locked officeManagementPublic interestAs long as necessary
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PhotographsName, addressResident/councillorWebsite/archiveHard drive/filing cabinetPassword/locked officeManagementConsentAs long as necessary
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Lease agreementsName, address, telephone numberResident
To clerk, council, solicitor
Hard drive/filing cabinetPassword/locked officeManagementContract12 years
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Contractors insurance documentsName, address, telephone numberContractorTo clerkHard drive/filing cabinetPassword/locked officeLegal requirementLegal obligation6 years after policy end
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Grant applications to the councilName, address, telephone number, email, bank detailsResidentTo clerkHard drive/filing cabinetPassword/locked officeManagement/FinancialPublic interest3 years
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Accident bookName, address, telephone numberResident/councillor/employee/contractorTo clerk, chairmanFiling cabinetLocked officeLegal requirementLegal obligation3 years from date of last entry
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GDPR Security Compliance FormsNameCouncillorTo clerkFiling cabinetLocked officeLegal requirementLegal obligationUntil actioned
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Training requestsNameClerk/councillorTo clerk, councilHard drive/filing cabinet/emailPassword/locked officeManagementLegal obligationUntil actioned
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Information out
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Email out
Email address, persons name
Resident/councillor/employee/contractorTo intended recipientsEmailPassword/locked officeManagementContract/legal obligation/consent As long as necessary
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Invoices sent hard copyName and addressResident/councillor/employee/contractorTo intended recipientsHard drive/filing cabinetPassword/locked officeSalesContract6 years
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Invoices sent via email
Email address, persons name
Resident/councillor/employee/contractorTo intended recipientsEmail/hard drive/filing cabinetPassword/locked officeSalesContract6 years
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Council contact detailsEmail address, persons name, addressCouncillorto CALCEmail/websitePassword/locked officeLegal requirementContract Duration of office
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MinutesNameCouncillorTo councillors, websiteHard drive/filing cabinetPassword/locked officeLegal requirementPublic interestIndefinite
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Councillors register of interestsName, addressCouncillorTo Electoral OfficerFiling cabinet/hard drive/websitePassword/locked officeLegal requirementLegal obligationIndefinite
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Lease agreementsName, addressResidentTo recipientHard drive/filing cabinetPassword/locked officeLegal requirementLegal obligation12 years
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Contracts Email address, persons name, addressContractorTo contractorEmail/hard drive/filing cabinetPassword/locked office
Financial/management
Contract/public interest6 years
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Bank mandateEmail address, persons name, addressCouncillorTo relevant banksHard drive/filing cabinetPassword/locked office
Financial/management
Legal obligation6 years
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Grant requestEmail address, persons name, address, bank detailsCouncillorTo grant providerHard drive/filing cabinet/emailPassword/locked office
Financial/management
Contract/public interest3 years
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Record of grant submissionsNameCouncillorTo councilHard drive/filing cabinet/emailPassword/locked office
Financial/management
Public interest3 years
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Accident bookName, addressClerk, councillor, resident, contractorTo council/insurersHard copy/emailPassword/locked officeHealth and SafetyLegal obligation3 years
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Training requestsEmail address, persons name, addressCouncillor/ClerkTo training providerHard drive/filing cabinetPassword/locked officeManagementPublic interestUntil actioned
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Employment information
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PayrollName, address, NI number, bank detailsClerkHMRC/payroll provider/pension providerHard drivePasswordFinancialLegal obligation3 years
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Employment contractsName, address ClerkClerk/chairman/staffing committeeHard drive/filing cabinet/emailPassword/locked officeContractContract
6 years after ceasing employment
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AppraisalsNameClerkClerk/chairman/staffing committeeHard drive/filing cabinet/emailPassword/locked officeContractContract
6 years after ceasing employment
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Disciplinary/Grievance filesName, address ClerkClerk/chairman/staffing committeeHard drive/filing cabinet/emailPassword/locked officeContractContract
6 years after ceasing employment
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Application Forms (interviewed - unsuccessful)Name, address PublicClerk/chairman/staffing committeeHard drive/filing cabinet/emailPassword/locked officeContractContract6 months
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Application Forms (interviewed - successful)Name, address ClerkClerk/chairman/staffing committeeHard drive/filing cabinet/emailPassword/locked officeContractContract
6 years after ceasing employment
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