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Adopted by Great Badminton Parish Council on 12th July 2018
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Council contact detailsDPO contact details
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Contact name:
Fiona Thornton - Clerk to the Council
Contact name:
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Contact address:
32 The Street, Didmarton GL9 1DS
Contact address:
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Contact phone number:
01454 238939Contact phone number:
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Contact email:clerk.bpcouncil@gmail.comContact email:
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COLUMN ACOLUMN BCOLUMN CCOLUMN DCOLUMN ECOLUMN FCOLUMN GCOLUMN HCOLUMN I
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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 driveSalesContract/legal obligation/public interest8 years
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NewslettersResident/contractorTo recipient and to council meetingFiling cabinet/email system/hard driveManagementContract/public interest
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Residents lettersResidentTo recipient and to council meetingFiling cabinet Legal obligation/public interest
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Councillors acceptance of office formsName CouncillorTo clerkFiling cabinetLegal requirementLegal obligation
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Councillors register of interestsName, addressCouncillorTo clerkFiling cabinet/hard drive/cloud/websiteLegal requirementLegal obligation
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Email service of agenda consentName, email addressCouncillorTo clerkHard copy/hard drive/cloudLegal requirementLegal obligationTerm of office
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Allotment registerName, address, telephone numberResidentTo clerk
Filing cabinet/hard drive/cloud
ManagementContract
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Allotment tenancy agreementsName, addressResidentTo clerkManagement
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Burials registerName, address, telephone numberResidentTo clerk
Filing cabinet/hard drive/cloud
ManagementContract
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Exclusive rights of burialResidentTo clerk
Filing cabinet/hard drive/cloud
Management
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Planning applicationsName, addressResidentTo clerk, council
Filing cabinet/hard drive/cloud
Public interest
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PhotographsName, addressWebsite/newsletter/archive
Hard drive/cloud/filing cabinet
Consent
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CCTV footagePhotoHard drive
Hard drive/cloud/filing cabinet
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Lease agreementsName, address, telephone number
To clerk, council, solicitor
Hard drive/cloud/filing cabinet
Management12 years
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Contractors insurance documentsName, address, telephone numberTo clerk
Hard drive/cloud/filing cabinet
6 years
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Grant applications to the councilName, address, telephone number, email, bank detailsResidentTo clerk, council
Hard drive/cloud/filing cabinet
Management/FinancialPublic interest3 years
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Consent formsName, address, telephone number, email To clerk
Hard drive/cloud/filing cabinet
Management
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Record of consentsName, address, telephone number, email To clerk
Hard drive/cloud/filing cabinet
Management
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Emergency plan contactsName, address, telephone numberTo clerk, council
Hard drive/cloud/filing cabinet
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Accident bookName, address, telephone numberTo clerk, chairmanLegal requirementLegal obligation3 years
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Training requestsNameClerk/councillorTo clerk, councilHard drive/cloud/filing cabinet/emailManagementLegal obligation
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Information out
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Email out
Email address, persons name
To intended recipientsEmailContract/legal obligation/consent
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Invoices sent hard copyName and addressTo intended recipients
Hard drive/filing cabinet/cloud
ManagementContract
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Invoices sent via email
Email address, persons name
To intended recipientsEmail/hard drive/filing cabinet/cloudContract
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NewslettersEmail address, persons name, addressResidentsTo intended recipientsConsent
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Council contact detailsTo Northants CALCContract
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MinutesTo councillors, websiteLegal requirementPublic interest
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Councillors register of interestsName, addressCouncillorTo Electoral OfficerFiling cabinet/hard drive/cloud/websiteLegal requirementLegal obligation
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Emergency Plan contactsTo councillors, other agenciesPublic interest
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Lease agreementsTo recipient12 years
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Burials mapTo undertakers
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Bank mandateTo relevant banks
Financial/management
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Grant requestEmail address, persons name, address, bank detailsClerkTo grant providerHard drive/filing cabinet/cloud/email
Financial/management
Contract/public interest3 years
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Record of grant submissionsTo council
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Accident bookName, addressClerk, councillor, resident, contractorTo council/insurersHard copy/emailHealth and SafetyLegal obligation3 years
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Training requestsEmail address, persons name, addressTo training provider
Hard drive/filing cabinet/cloud
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Employment information
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Clerks payrollName, address, NI number, bank detailsClerkHMRC/payroll provider/pension providerHard driveFinancialLegal obligation3 years
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Clerks employment contractName, address ClerkClerk/chairman/staffing committeeFiling cabinet/hard driveContractContract6 years
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Clerks appraisalsNameClerkClerk/chairman/staffing committeeFiling cabinet/hard driveContractContract6 years
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