| TYPE OF DATA | WHY COLLECTED? | SOURCE | WHO IS IT SHARED WITH? | CONSENT | HOW IS IT PROTECTED? |
| Electoral Roll | For council use only to inform correspondence and changes to the roll | East Riding of Yorkshire Council | Clerk and Councillors | Not required | Digital copy only in the Leven PC cloud storage. Backed up daily |
| Correspondence from residents | Queries from residents | residents | Clerk and councillors | No but GDPR statement on email correspondence | Stored digitally on Leven PC cloud storage. If copies are printed for meetings, they are destroyed post meeting with cross shredder |
| Personal contact details of councillors | To make available to residents, community groups, ward councillors and other local contacts | Councillors | Public | From Councillors | Councillors have council system email addresses not personal email addresses. |
| Clerk and Handypersons employment details | For contracts of employment and payroll | Clerk and handyperson | Councillors, clerk and Autela payroll services, HMRC | Clerk and handyperson | Hard copies stored securely in clerk’s home. Digital copies on Leven cloud storage. Autela payroll system storage. |
| Job Applications | When employing staff | candidates | Clerk, councillors | From candidates consent statement on application form | Application forms are stored on Leven PC cloud. Unsuccessful candidates’ data is deleted. Printed copies of shortlisted candidates are destroyed after appointment by cross shredder. |
| Complaints | To deal with complaints | complainants | Clerk, councillors | From complainant in line with complaints policy | In Leven PC cloud storage Any printed copies destroyed after processing |
| TYPES OF DATA | WHY COLLECTED ? | SOURCE | WHO SHARED WITH? | CONSENT OBTAINED | HOW IS IT PROTECTED? |
| Grant applications and donations | To process grant/donation requests | applicants | Clerk, councillors | GDPR statement on application form | Stored in Leven cloud storage. Paper copies used to assess application destroyed by shredder. |
| Communications with third parties eg ERYC, HMRC, ERNLLCA, other parish councils, Community funding organisations | Undertaking Parish business, including commissioning services and training Advice and support, reporting local issues, Information sharing. | Third party organisations | Clerk, councillors | Not required as public organisations | Stored in Leven cloud storage |
| Planning applications | To enable the council to respond to applications | ERYC | Clerk, councillors and public (on secure website) | N/A | Stored on Leven PC website |
| Contracts | To enable the Parish to deliver local services e.g. grass cutting | contractor | Clerk and councils | | Stored in Leven PC cloud. Hard copy of invoices stored securely in clerks’ home |
| Details of sponsors for local projects | To collect payment and acknowledge contributions | Sponsors | Clerk and councillors | | Stored in Leven PC cloud. |
