Bressingham and Fersfield Parish Council
PRIVACY NOTICE FOR PARISH COUNCILLORS AND ROLE HOLDERS*
|1st October 2020||2020.01||New document||Draft|
- Personal data
- Who we are
- Who we work with
- How we use personal data
- The legal basis for processing your personal data
- Sharing your personal data
- How long do we keep your personal data?
- Your rights and responsibilities and your personal data
- Transfer of Data Abroad
- Further processing
- Changes to this notice
- Contact Information
*Includes, Clerk to the Parish Council, volunteers, contractors, agents, and other role holders within the Parish
Council including former staff and former councillors. This also includes applicants or candidates for any of these
- Personal data.
The processing of personal data is governed by legislation relating to personal data which applies in
the United Kingdom including the General Data Protection Regulation (the “GDPR”) and other
legislation relating to personal data and rights such as the Human Rights Act.
“Personal data” is any information about a living individual which allows them to be identified from
that data e.g. a name, photographs, videos, email address, or address.
Identification can be directly using the data itself or by combining it with other information which
helps to identify a living individual (e.g. a list of staff may contain personnel ID numbers rather than
names but if you use a separate list of the ID numbers which give the corresponding names to identify
the staff in the first list then the first list will also be treated as personal data).
- Who we are.
This Privacy Notice is provided to you by Bressingham and Fersfield Parish Council (the Parish Council).
Address: Bressingham and Fersfield Parish Council, c/o The Clerk to the Parish Council.
The Parish Council complies with Data Protection Law.
We are a “data controller”
for the data that we process about you.
We will always take account of your interests and rights if we process your data.
- Who we work with.
The Parish Council works with:
• Local authorities, public authorities, central government and agencies such as HMRC and
• Former and prospective employers.
• DBS services suppliers.
• Payroll services providers.
• Recruitment Agencies.
• Credit reference agencies.
We may need to share personal data we hold with them so that they can carry out their responsibilities
to the Parish Council and our community.
The organisations referred to above will sometimes be “joint data controllers”. This means we are all
responsible to you for how we process your data where for example two or more data controllers are
working together for a joint purpose.
If there is no joint purpose, or collaboration, then the data controllers will be independent and will be
individually responsible to you.
2 Data Controller is the natural or legal person, public authority, agency or other body which, alone or jointly with
others, determines the purposes and means of the processing of personal data.3
- How we use personal data.
This Privacy Notice sets out your rights and the Parish Council’s obligations to you.
- Data Protection Law says that the personal data we hold about you must be:
• Used lawfully, fairly and in a transparent way.
• Collected only for valid purposes that we have clearly explained to you and not used in any
way that is incompatible with those purposes.
• Relevant to the purposes we have told you about and limited only to those purposes.
• Accurate and kept up to date.
• Kept only for as long as is necessary for the purposes we have told you about.
• Kept and destroyed securely, including ensuring that appropriate technical and security
measures are in place to protect your personal data to protect personal data from loss,
misuse, unauthorised access and disclosure.
- What data do we process?
We need the categories of personal data in the following list primarily to allow us to perform our
contract with you and to enable us to comply with legal obligations. We only hold the data about
you from categories in the list that are relevant to our contract with you, your role with us and/or
our legal obligations.
• Names, titles, and aliases, photographs.
• Start date / leaving date
• Contact details such as telephone numbers, addresses, and email addresses.
• Where they are relevant to our legal obligations, or where you provide them to us, we may
process information such as gender, age, date of birth, marital status, nationality,
education/work history, academic/professional qualifications, employment details, hobbies,
family composition, and dependents.
• Non-financial identifiers such as passport numbers, driving licence numbers, vehicle
registration numbers, taxpayer identification numbers, staff identification numbers, tax
reference codes, and national insurance numbers.
• Financial identifiers such as bank account numbers, payment card numbers,
payment/transaction identifiers, policy numbers, and claim numbers.
• Financial information such as National Insurance number, pay and pay records, tax code, tax
and benefits contributions, expenses claimed.
• Other operational personal data created, obtained, or otherwise processed in the course of
carrying out our activities, including but not limited to, CCTV footage, recordings of telephone
conversations, IP addresses and website visit histories, logs of visitors, and logs of accidents,
injuries and insurance claims.4
• Next of kin and emergency contact information
• Recruitment information (including copies of right to work documentation, references and
other information included in a CV or cover letter or as part of the application process and
referral source (e.g. agency, staff referral))
• Location of employment or workplace.
• Other staff data (not covered above) including level, performance management information,
languages and proficiency; licences/certificates, immigration status; employment status;
information for disciplinary and grievance proceedings; and personal biographies.
• CCTV footage and other information obtained through electronic means.
• Information about your use of our information.
- How we use your personal data.
We will only use your personal data when the law allows us to. Most commonly, we will use your
personal data in the following circumstances:
• Where we need to perform the contract that we have entered into with you.
• Where we need to comply with a legal obligation.
We may also use your personal data for other reasons, which include, where relevant:
• Making a decision about your recruitment or appointment.
• Determining the terms on which you work for us.
• Checking you are legally entitled to work in the UK.
• Paying you and, if you are an employee, deducting tax and National Insurancecontributions.
• Providing any contractual benefits to you
• Liaising with your pension provider.
• Administering the contract we have entered into with you.
• Management and planning, including accounting and auditing.
• Conducting performance reviews, managing performance and determining
• Making decisions about salary reviews and compensation.
• Assessing qualifications for a particular job or task.
• Conducting grievance or disciplinary proceedings.
• Making decisions about your continued employment or engagement.
• Making arrangements for the termination of our working relationship.5
• Education, training and developmentrequirements.
• Dealing with legal disputes involving you, including accidents at work.
• Ascertaining your fitness to work.
• Managing sickness absence.
• Complying with health and safety obligations.
• To prevent fraud.
• To monitor your use of our information and communication systems to ensure
compliance with our IT policies.
• To ensure network and information security, including preventing unauthorised access to
our computer and electronic communications systems and preventing malicious software
• To conduct data analytics studies to review and better understand employee
retention and attrition rates.
• Equal opportunities monitoring.
• To undertake activity consistent with our statutory functions and powers including any
• To maintain our own accounts and records.
• To seek your views or comments.
• To process a job application.
• To administer Councillors’ interests.
• To provide a reference.
Our processing may also include the use of CCTV systems for monitoring purposes.
Some of the above grounds for processing will overlap and there may be several grounds which justify
our use of your personal data.
We may also use your personal data in the following situations, which are likely to be rare:
• Where we need to protect your interests or someone else’sinterests.
• Where it is needed in the public interest or for official purposes.
- Sensitive and Special Categories of Data
The personal data we process may include sensitive or other special categories of personal data such as
criminal convictions, racial or ethnic origin, mental and physical health, details of injuries, medication
or treatment received, political beliefs, trade union affiliation, genetic data, biometric data, data
concerning and sexual life or orientation.
These types of data are described in the GDPR as “Special categories of data” and require higher levels6
of protection. We need to have further justification for collecting, storing and using this type of
We may process special categories of personal data in the following circumstances:
• In limited circumstances, with your explicit written consent.
• Where we need to carry out our legal obligations.
• Where it is needed in the public interest.
Including, as appropriate:
• information about your physical or mental health or condition to take decisions on your fitness
to take part in activities that we may offer you.
• your racial or ethnic origin or religious or similar information, to monitor compliance with
equal opportunities legislation.
• To comply with legal requirements and obligations to third parties.
Less commonly, we may process this type of personal data where it is needed in relation to legal
claims or where it is needed to protect your interests (or someone else’s interests) and you are not
capable of giving your consent, or where you have already made the information public.
Your consent to process your sensitive personal data
We do not need your consent if we use your sensitive personal data in accordance with our rights and
obligations in the field of employment and social security law.
In limited circumstances, we may approach you for your written consent to allow us to process
certain sensitive personal data. If we do so, we will provide you with full details of the personal data
that we would like and the reason we need it, so that you can carefully consider whether you wish to
You should be aware that it is not a condition of your contract with us that you agree to any request
for consent from us.
Information about criminal convictions
We may only use personal data relating to criminal convictions where the law allows us to do so. This
will usually be where such processing is necessary to carry out our obligations and provided we do so
in line with our data protection policy.
Less commonly, we may use personal data relating to criminal convictions where it is necessary in
relation to legal claims, where it is necessary to protect your interests (or someone else’s interests)
and you are not capable of giving your consent, or where you have already made the information
We will only collect personal data about criminal convictions if it is appropriate given the nature of
the role and where we are legally able to do so. Where appropriate, we will collect personal data about
criminal convictions as part of the recruitment process or we may be notified of such personal data
directly by you in the course of you working for us.
- The legal basis for processing your personal data.
Some of our processing is necessary for compliance with a legal obligation.
We may also process data if it is necessary for the performance of a contract with you, or to take 7
steps to enter a contract.
We will also process your data to assist you in fulfilling your role in the Parish Council including
administrative support or if processing is necessary for compliance with a legal obligation.
- Sharing your personal data.
This section provides information about the third parties with whom the Parish Council may share
your personal data.
These third parties have an obligation to put in place appropriate security measures and will be
responsible to you directly for the way in which they process and protect your personal data.
It is likely that we will need to share your data with some, or all, of the following but we will do so
only where necessary:
Your personal data will only be shared with third parties including other data controllers where it is
necessary for the performance of the data controllers’ tasks or where you first give us your prior
consent. It is likely that we will need to share your data with:
• Our agents, suppliers and contractors. For example, we may ask a commercial provider to
manage our HR/ payroll functions, or to maintain our database software;
• Other persons or organisations operating within local community.
• Other data controllers, such as local authorities, public authorities, central government and
agencies such as HMRC and DVLA
• Staff pension providers
• Former and prospective employers
• DBS services suppliers
• Payroll services providers
• Recruitment Agencies
• Credit reference agencies
• Professional advisors
• Trade unions or employee representatives
- How long do we keep your personal data?
In general, we keep data only for as long as we need it. This means that we will delete it when it is no
• We will keep some records permanently if we are legally required to do so.
• We may keep some other records for an extended period. For example, it is currently best
practice to keep financial records for a minimum period of 8 years to support HMRC audits or
provide tax information.
• We may have legal obligations to retain some data in connection with our statutory obligations
as a public authority. 8
• The Parish Council is permitted to retain data to defend or pursue claims. In some cases, the
law imposes a time limit for such claims (for example 3 years for personal injury claims or 6
years for contract claims). We will retain some personal data for this purpose for as long as we
believe it is necessary to be able to defend or pursue a claim.
- Your rights and responsibilities and your personal data
It is important that the personal data we hold about you is accurate and current. You must keep us
informed if your personal data changes during your working relationship with us and as stated in your
contract of employment failure to do so will be considered grossmisconduct.
You have the following rights with respect to your personal data.
When exercising any of the rights listed below, we may need to verify your identity for your security
before processing your request. In such cases we will need you to respond with proof of your identity
before you can exercise these rights.
- The right to access personal data we hold on you.
• At any point you can contact us to request the personal data we hold on you as well as why we
have that personal data, who has access to the personal data and where we obtained the
personal data from. Once we have received your request, we will respond within one month.
• There are no fees or charges for the first request but additional requests for the same personal
data or requests which are manifestly unfounded or excessive may be subject to an
- The right to correct and update the personal data we hold on you.
• If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your
data will be updated.
- The right to have your personal data erased.
• If you feel that we should no longer be using your personal data or that we are unlawfully using
your personal data, you can request that we erase the personal data we hold.
• When we receive your request, we will confirm whether the personal data has been deleted or
the reason why it cannot be deleted (for example because we need it for to comply with a legal
- The right to object to processing of your personal data or to restrict it to certain purposes
• You have the right to request that we stop processing your personal data or ask us to restrict
• Upon receiving the request, we will contact you and let you know if we are able to comply or if
we have a legal obligation to continue to process your data.
- The right to dataportability
• You have the right to request that we transfer some of your data to another controller. We will
comply with your request, where it is feasible to do so, within one month of receiving your
• The right to withdraw your consent to the processing at any time for any processing of data to
which consent was obtained.
• You can withdraw your consent easily by telephone, email, or by post (see Section 12 Contact
- The right to lodge a complaint with the Information Commissioner’s Office.
• You can contact the Information Commissioners Office on 0303 123 1113 or via email
https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
- Transfer of Data Abroad
Any personal data transferred to countries or territories outside the European Economic Area (“EEA”)
will only be placed on systems complying with measures giving equivalent protection of personal
rights either through international agreements or contracts approved by the European Union. Our
website is also accessible from overseas so on occasion some personal data (for example in a
newsletter) may be accessed from overseas.
- Further processing
If we wish to use your personal data for a new purpose, not covered by this 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.
- Changes to this notice
This Privacy Notice is reviewed regularly. The current version is available on this website:
- Contact Information
Please contact us if you have any questions about this General Privacy Notice or the personal data we
hold about you, or to exercise all relevant rights, or make queries or complaints at:
|BRESSINGAHAM and FERSFIELD ALLOTMENT ASSOCIATION report by Michelle Lanchester|
Welcome to the Bressingham & Fersfield Allotment Association Annual Report 2020/21 for the Parish Council
Carpet removal – all plots are free of carpets and over 50% of our paths with plans to complete this year
Projects for 2020- 2021 – our main projects over the coming 12 months are as follows although it should be noted that COVID-19 may affect our ability to progress/complete these projects
COVID-19 – we have amended our guidelines to all plot holders as we have gone through the various COVID stages and we have had good support from plot holders. COVID restrictions have directly affected our plans for the container fit out, site security and development of the Community Plot. In addition we were unable to hold our AGM so all members received a detailed report on our activities over the year plus a set of accounts and a survey which indicated a high level of satisfaction with the operation of the allotments from the plot holders point of view.
Michelle Lanchester , Chair of Bressingham & Fersfield Allotment Association March 2021
|Elizabeth Barker Charity Report|
Elizabeth Barker Charity £4,044.44. This continues to grow slowly thanks to the two small pieces of land which are rented to Jason Bloom and Stephen Hubbard. We have not paid out any money from the account for several years now.
|Footpaths Report by Karl Traynier|
|The footpaths in both Bressingham and Fersfield saw heavily increased use over the last year this was due in no part to lockdown, The footpaths where problems occurred were reported this amounted to 2 ..Clearing BY myself included 3 visits .one for fly tipping of sacks of garden waste and 2 tree debris. One mayor problem was dog fouling , users are reminded it is on them to pick up their dogs mess and take it home to bin. 2 finger posts replaced due to removal by the post fairies taking them for whittling|
|Bressingham Village Hall Report – Claire Porter|
The last year, including as it does, Covid restrictions, has been a difficult one for the hall and playing fields. Bookings have been non-existent, the user groups unable for the most part to use the hall, and income has obviously fallen dramatically from these sources.
|Bressingham Church PCC by Diana Burroughes|
Bressingham Church, as you might expect, was about £500.00 down on the year before. We continued to pay the insurance in full which is over £2,000.00 but not the Parish Share. Water, electricity, service of fire extinguishers etc were paid. However, with no church services to speak of and only one fund raising event we were not surprised to see we had made a loss. This would have been considerably more had it not been for the generosity of the Parish Council for the grant of £500.00 to keep the burial ground tidy. We also thank Kay and Reg Brock who raised almost £1,000.00 for the church by running the 59 Club and those who buy tickets. Our bread and butter income comes for the eight households who covenant money each month and without these we would be in a much worse position. Mervyn Lambert kindly opened his garden in July and this raised over £600.00 for the church and a similar amount for the Friends of the Church.
We still rely on volunteers, few as they are, and if anyone has time to help in any way Hilary Hadingham, my fellow churchwarden and I would be very pleased to hear from them.
|BRESSINGHAM and FERSFIELD PARISH COUNCIL report by Amanda McMurray |
Annual Report for the Year to April 2021
PROGRESS ON LIVE PROJECTS
Whilst much of our work has focussed, necessarily, on providing consistent support during the Pandemic and in response to emergencies, we have progressed on community focussed initiatives as well:
OUR ORGANISATION AND RESPONSIBILITIES
Community Website Report– Bryan Claybrook
The community website has had a relatively quite year in terms of content updates. This is, of course due to lockdown having had a huge effect on the activity of clubs and events in the parish. The majority of new content was provided by the parish council consisting of agendas, minutes, planning updates and notices. Notices relating to lockdown from the churches and clubs were also prevalent through the lockdown periods.
Although the existing website presents its information in well-structured manner it is clear anyone who uses the internet regularly that the site’s design is now dated. In addition, with the growth of mobile and tablet devices the existing site presents a barrier to accessibility due to its inability to respond to different screen sizes. This makes accessing the site through a smaller screen a challenging experience.
Creation of the new site is underway and having been built on a contemporary content management platform (WordPress) it will offer a number of improvements over the existing site. This will allow for an improved user experience which will hopefully increase traffic to the site, retain more users and increase the value of the website to the residents of the parish.
As well as allowing far greater ease of administration the new site will include features such as:
- Improved menu-driven access
- Diary displays for events and activities
- Gallery access based on categories
- Directory listings for local clubs, business and activities held in record format with listings based on categories
- Weather displays
- Location displays based on interactive maps
The bulk of the work remaining to be done on new site involves porting the existing content over. It is currently envisaged that the site can be made live in May.
Report to the Parish Council from Bressingham Primary School
|Dear Parish Council,|
Our school continues to thrive. We have approximately 130 children in six classes this year.
It has been a challenging year, with Covid19 and all the changes that has caused, but as a school we have stayed resilient and continued to help the children to achieve the best they can, alongside keeping happy and positive; wellbeing is so important.
One of the exciting developments due to Covid19 has been the different avenues of communication that have been developed with children, parents and carers. Teachers have recorded videos and uploaded these to YouTube, alongside providing live lessons via video call, to help children with their learning, when they haven’t been able to attend school. We have also had class sharing assemblies via video call.
One of our challenges is parking and we are working with children and parents around this, together with Governors having made contact with the Parish Council. We sincerely hope that there can be a solution to easing these difficulties.
Something that we have hugely missed this year is being able to continue with many community events. Our visit to the War Memorial, by Year 6, representing the school, was one of our few excursions; a video clip of the visit was shared with the other pupils in their bubbles, via video call, in our Remembrance assembly in school. We can’t wait until we can visit the shop, the Church and the Steam Museum again.
We very much hope that the next year will see a return to greater normality for us all.
With kindest regards,
|Report from District Coucillor James Easter|
|It has been a very unusual year for all of us with COVID lockdown and then flooding.|
No up dates from any organisations. Disappointing , as now the better weather is upon us it would have been an ideal opportunity to start repairs and clearing waterways. I will continue to follow up on anything I can find out and forward to you. News from SNC
What happened during the recent lockdown. I personally thought SNC have done really well and came forward to help businesses and families. Some data:-
85% of SNC staff are working remotely
Only 15% of staff working from the offices
Over 600 Zoom meetings 140 virtual committee meetings broadcast over You tube, 19500 views
44 Trained mental health advisors and First aiders
20,104 calls from residents asking for help
5000 calls made to shielding residents
7 day a week working
4,373 individuals visited on enhanced contact tracing to support self-isolation
2,750 prescriptions collected
3,150 shopping trips done
560 households in food poverty fed
4,000 food parcels delivered
8 tons of food distributed to residents
73 residents provided with temporary accommodation
739 residents housed
781 people helped onto the housing register
1,694 people a month provided housing advice
84 million in grants distributed to local businesses
10,000 businesses called and offered support
First Council to distribute 1 million to businesses forced to close
1 million of support distributed for every week of lockdown
4372 planning applications determined
30 virytual planning meetings held