This privacy notice tells you what to expect us to do with your personal information.
The information you provide (personal information such as name, address, email address, phone number) will be processed and stored so that it is possible to contact you and respond to your correspondence, advise, provide information, send invoices, receipts and other documents relating to service provision.
Our contact details are
Post: PO Box 12682, Epping, Essex CM16 9FF
Telephone: 07542 324091
Email: clerk@eppinguplandparishcouncil.gov.uk
Please note the clerk works varied hours, part-time and may not respond immediately to your communication.
What information we collect, use and why
We collect and use the following information to provide services and to comply with legal requirements:
Names, addresses and contact details, purchase or account history, payment details (including card or bank details for payments and direct debits etc), records of meetings and decisions, identification documents, electoral register information, probate documents, statutory declarations.
We may on very rare occasions collect information about racial or ethnic origin and/or religious or philosophical beliefs to facilitate interments at the burial ground.
Lawful bases
Our lawful bases for collecting or using personal information to provide services are;
- Consent
- Contract
- Legal obligation
- Legitimate interest
- Public task
Where we get personal information from
- People directly
- Legal and judicial sector organisations
- Councils and other public sector organisations
- Publicly available sources (the Electoral Register)
- Third Parties -Funeral Directors, Memorial Masons, Registrars Offices
How long we keep information
For information on how long we keep personal information, see our retention schedule here.
Who we share information with
- Professional or legal advisors
- Financial or fraud investigation authorities
- Relevant regulatory authorities
- Auditors – Internal and External
- Organisations we’re legally obliged to share personal information with
- Third parties – Funeral Directors, Public Registrars, Memorial Masons, the Probate Registry
Sharing information outside the UK
Where necessary, we may transfer personal information outside of the UK. When doing so, we will comply with the UK GDPR, making sure appropriate safeguards are in place. Please contact us for more information.
Your data protection rights
Under data protection law, you have rights including’
- Your right of access – You have the right to ask us for copies of your personal data
- Your right to rectification – You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal data in certain circumstances
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal data in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
- Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
To Sum Up
In accordance with the law, we only collect a limited amount of information about you that is necessary for correspondence, information and service provision. We do not use profiling, we do not sell or pass your data to third parties. We do not use your data for purposes other than those specified. We make sure your data is stored securely. We delete all information deemed to be no longer necessary. We constantly review our Privacy Policies to keep it up to date in protecting your data.