Privacy Notice – Leven Parish Council
Adopted 5th May 2026
Review May 2028 ![]()
1. Introduction
Leven Parish Council (“the Council”) is committed to protecting your personal data and respecting your privacy. This Privacy Notice explains what personal information we collect, why we collect it, how we use it, and your rights under UK data protection law. The Council is the Data Controller for the personal data it processes.
2. The Data We Collect
We may collect and process the following categories of personal data:
– Contact details — name, address, email, telephone number
– Correspondence — letters, emails, forms, complaints, enquiries
– Financial information — grant applications, payments, invoices
– Website usage data — cookies, analytics (if used)
– Employment data — for staff, contractors, and applicants
– Councillor information — declarations of interest, contact details
– Planning comments — representations submitted to the Council
We only collect the minimum information necessary to carry out our statutory duties.
3. Why We Collect Your Data (Lawful Bases)
We process personal data under the following lawful bases:
– Public task — to carry out our statutory functions and deliver public services
– Legal obligation — compliance with laws such as financial regulations, audit requirements, and freedom of information
– Contract — where we enter into agreements with suppliers or contractors
– Consent — for optional communications or activities (you may withdraw consent at any time)
– Vital interests — in rare cases involving life‑saving situations
4. How We Use Your Data
We use your personal data to:
– Respond to enquiries, complaints, and service requests
– Manage Council meetings, agendas, and minutes
– Administer finances, contracts, and grants
– Maintain the Council website and communications
– Support community engagement and consultations
– Meet statutory reporting and audit requirements
– Manage staff, payroll, and recruitment
We do not use your data for marketing and we do not sell personal information.
5. Sharing Your Data
We may share your data with:
– East Riding of Yorkshire Council or other public bodies where relevant
– Internal and external auditors
– Contractors or service providers working on behalf of the Council
– HMRC or other statutory bodies where legally required
– Members of the public, where information must be published by law (e.g., planning comments, councillor interests, minutes)
We only share what is necessary and always in line with data protection law.
6. How Long We Keep Your Data
We retain personal data in accordance with legal requirements and the Council’s Document Retention Policy. Typical retention periods include:
– Correspondence: 1–3 years
– Financial records: 6 years
– Minutes and agendas: permanent
– Planning responses: as long as relevant to the application
– Employment records: up to 6 years after employment ends
7. Your Rights
Under UK GDPR, you have the right to:
– Access your personal data
– Request correction of inaccurate data
– Request deletion (in certain circumstances)
– Object to or restrict processing
– Withdraw consent (where consent is used)
– Request data portability (where applicable)
– Complain to the Information Commissioner’s Office (ICO) if you are unhappy with how your data is handled
8. How We Protect Your Data
We use appropriate technical and organisational measures to keep your data secure, including:
– Password‑protected systems
– Secure email and document storage
– Access controls
– Staff training
– Regular reviews of data handling practices
9. Cookies and Website Data
If the Council website uses cookies or analytics, include details of what cookies are used, what data they collect, and how users can opt out.
10. Contact Details
For any questions about this Privacy Notice or your data rights, contact:
Clerk & Responsible Financial Officer
Ann Woodward
Clerk@levenparishcouncil.gov.uk]
07725301557