Uckfield Town Council Cookie Notice

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Privacy Policy

Introduction

Uckfield Town Council takes the protection of your data seriously and is committed to protecting your personal information. It’s your information, it’s personal, and we respect that. We also want to maintain the trust and confidence of every one of our supporters, as well as each visitor who uses the Uckfield Town Council website.

Our Privacy Policy gives you detailed information on when and why we collect your personal information, how we use it and how we keep it secure.

How we use your information

We use your personal information to provide you with services and deal with your requests for services. We call the use of your information ‘processing’, and will use the terms ‘processing’ or ‘process’ throughout this policy to refer to any type of use of your personal information.

For most of our processing, we rely on the legal basis that we are processing personal information ‘for a task in the public interest’. This means we do not need your consent to process your information, because we are legally obliged to provide the service as a public authority.

Sometimes, we will process your information because you are purchasing a specific type of service from us, for example, booking a room with us, or purchasing tickets for an event within the Civic Centre. For these instances, we rely on the legal condition that ‘the processing is necessary for the performance of a contract’. Again, we don’t need your consent in order to do this, but we will respect your wishes regarding your personal data if you wish to cancel the contract (subject to our specific cancellation policies) and have not received the services that we have offered.

Finally, we may rely on your consent before using your information. This would be for things we do where we have no other legal basis for processing your information, such as sending you newsletters or marketing emails. For example, our Civic Centre e-bulletin. Your consent needs to be freely given, informed and clear, and you can remove your consent at any time by letting us know.

Where we collect your data from

Telephone calls
Our telephone system logs the telephone number, time, date and duration of all inbound and outgoing calls. Calls are not recorded, but our software does record voicemail messages you may leave with us, and emails a copy of the recording to the Council Officer you were trying to contact.

Our website
When someone visits this website, we use a third-party service – Google Analytics – to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Security and Performance
We use a third-party service to help maintain the security and performance of our website. To deliver this service, it processes the IP addresses of visitors to the site.

Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

Use of Cookies

We use a limited number of cookies on this website. These include the following:

  • wp-settings-1 – Essential cookie from WordPress
  • wp-settings-time-1 – Essential cookie from WordPress
  • _gid – Google Analytics tracking cookie
  • _ga_7606L4BNCT – Google Analytics tracking cookie
  • _gat_gtag_UA_2425837_44 – Google Analytics tracking cookie
  • _ga_CP99LGM7N3 – Google Analytics tracking cookie
  • _ga – Google Analytics tracking cookie

Who we share your information with

There are four main service areas within Uckfield Town Council:

  • Office administration (finance and governance);
  • Facilities and compliance (caretaking/cleaning/building maintenance);
  • Estates (grounds maintenance, conservation and recreation);
  • Hospitality (Civic Centre events, Luxfords restaurant and room hire/catering);

We will share your personal information across council services where we feel it is appropriate to do so to assist with your enquiry, booking or delivery of a key project, and where we have a legal basis for doing so.

We do not have any shared services. Nor do we have any reason to share your data with external parties

Third Party Organisations

We will never share, sell, rent or trade your personal information to any third parties for marketing or any other reasons.

The Police, criminal enforcement and the justice system (including CCTV)

We will provide your information to the Police, or any other agency with powers to investigate and prosecute crime when asked to do so, but only for the specific purpose of crime prevention or detection. We will not inform you if this has been done, but we will keep a log of the request for data protection audits and as evidence of compliance. The Police or other agency requesting your information may advise you at a later date where they obtained your personal information from.

In the case of the Town Council, the only data that is requested by Sussex Police is footage from Town Council-owned CCTV cameras covering the exterior of our buildings (the Civic Centre and Victoria Pavilion) should an incident arise within the vicinity of the building.

How We Collect Your Personal Information

We collect your information when you decide to interact with us. For the Town Council, this would be:

  • When you rent an allotment from us;
  • When you purchase a grave at Snatts Road Cemetery;
  • When you book a room, hall or open space with us;
  • When you sign up to receive emails from us via the form on our website.

We only collect the information that’s necessary to carry out our business, provide the particular service you’ve requested and to keep you informed.

 

Information we obtain directly from you:

Allotment holders

When you rent an allotment from us, we request your name, full postal address and contact details (telephone number and email address if you have one). We require confirmation of your address to ensure applicants are Uckfield residents and eligible for a plot.

Burial plots

If purchasing a burial plot for a relative or friend who has passed away, we would request information on the person who has died and the date that they passed away. We would also obtain information from the funeral director or yourself about the date that they are due to be buried/interred and the time. If you are seeking to purchase a plot for you and/or a relative for the future, then we would request contact information about the person purchasing the plot, including a full address, to understand if the applicant is an Uckfield resident and what fees would be applicable.

Room, hall or open space bookings

When you book a room, hall or open space with us, we request your name, full postal address and contact details (telephone number and/or email address). This enables us to make contact with you to invoice you for the booking and contact you regarding your booking.

Protecting your information

Uckfield Town Council is committed to protecting the personal information you entrust to us. We adopt robust and appropriate technologies and policies, so the information we have about you is protected from unauthorised access and improper use.

Allotment holders

The personal information of applicants and plot holders is maintained on our computer system and utilised for the purpose of contacting and invoicing Allotment Holders only.

Burial plots

Burial records for Snatts Road Cemetery are maintained on our computer system. All paper documents are stored in a safe or secure cupboard and old records are maintained within a secure archive area.

Room, hall or open space bookings

Your name, postal address and contact details are maintained on our computer booking system, which is a standalone system accessed by the Town Council office and caretaking staff only. It is maintained for the purpose of checking booking details and preparing the room, hall or open space for your booking.

Access to personal information and your rights

You have a range of different rights under data protection legislation. These rights are not absolute, and must be balanced against other rights and applicable laws within the United Kingdom that apply, but wherever possible, we will respect your rights and abide by your wishes with respect to your personal information.

You have:

  • the right to be informed
  • the right of access
  • the right to object
  • the right to rectification
  • the right to restrict processing
  • the right to request rectification of data
  • the right to be forgotten
  • the right to data portability

To understand your rights, you can visit the Information Commissioner’s Office website to find out more detailed information about your rights and how to apply them.

Usually, we will have one month in which to respond to any request you make to apply your rights. If we don’t feel we can apply the right you have asked for, because there is an overriding interest not to, we will inform you of our decision before the expiry of one month from the date we received your request.

You can submit your request in any way, but it would help us to apply your rights if you are able to email your request to townclerk@uckfieldtc.gov.uk

Please make any such request in writing via our email address above or by post marked Data Protection, Town Clerk, Uckfield Town Council, Civic Centre, Uckfield TN22 1AE

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