Accessibility and your privacy are important to us

This privacy notice, applicable to Dorchester Parish Council ('we', 'us', or 'our'), outlines the methods and reasons behind collecting, storing, utilizing, and/or sharing ('processing') your information when utilizing our services ('Services'). These services include:

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- Visiting our website at https://www.dorchesteronthames-pc.gov.uk or any of our websites linked to this privacy notice.
- Engaging with us in various capacities such as sales, marketing, or events.

 

Should you have any inquiries or reservations, reading this privacy notice will elucidate your privacy rights and options. If you disagree with our policies and procedures, we kindly ask you to refrain from using our Services. For further questions or concerns, feel free to reach out to us at parishclerk@dorchesteronthames-pc.gov.uk.

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Do we process any sensitive personal information? No, we do not process sensitive personal information.

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Do we receive any information from third parties? No, we do not receive any information from third parties.

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How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with the law. We may also process your information for other purposes with your consent. We process your information only when we have a valid legal reason to do so.

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In what situations and with which types of parties do we share personal information? We may share information in specific situations and with specific categories of third parties.

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How do we keep your information safe? We have organisational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information.

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What are your rights? Depending on your geographical location, applicable privacy laws may grant you certain rights regarding your personal information. Learn more about your privacy rights.

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How do you exercise your rights? The simplest way to exercise your rights is by visiting https://www.dorchesteronthames-pc.gov.uk/contact or by contacting us directly. We will assess and respond to any request in accordance with relevant data protection laws.

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Want to learn more about what we do with any information we collect? Review this privacy notice in full.

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Information we collect

We gather personal information voluntarily provided by you.

We collect personal data you willingly share when expressing interest in learning about us or our products and services, participating in service activities, or contacting us.

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Personal Information Provided by You:
The data we gather depends on your interactions with us, your preferences, and the services used. This may include:
- Names
- Phone numbers
- Email addresses
- Contact preferences
- Contact or authentication data

 

Sensitive Information:
We refrain from processing sensitive data.

It's imperative that all personal information shared is truthful, complete, and accurate. Notify us promptly of any changes to such details.

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Information automatically collected

 

Certain information, such as your Internet Protocol (IP) address and/or browser and device characteristics, is automatically collected when you visit our Services.

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We automatically gather specific details when you visit, use, or navigate the Services. While this information does not disclose your specific identity (such as your name or contact details), it may encompass device and usage data, including your IP address, browser and device specifications, operating system, language preferences, referring URLs, device name, country, location, details on how and when you use our Services, and other technical specifics. This data primarily serves to maintain the security and functionality of our Services, as well as for internal analytics and reporting purposes.

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Like many businesses, we utilize cookies and similar technologies to collect information.

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The information gathered includes:

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Log and Usage Data.
This encompasses service-related, diagnostic, usage, and performance information automatically collected by our servers when you access or use our Services. Recorded in log files, this data may include your IP address, device details, browser type and settings, and activity within the Services (such as date/time stamps associated with your usage, viewed pages and files, searches, and other actions like feature usage), along with device event information (such as system activity, error reports, and hardware settings).

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Device Data:
We gather device data, providing insight into your computer, phone, tablet, or other device used to access the Services. Depending on the device, this data may encompass details like your IP address (or proxy server), device and application identification numbers, location, browser type, hardware model, Internet service provider and/or mobile carrier, operating system, and system configuration information.

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Location Data:
We collect location data, which can range from precise to imprecise, regarding your device's location. The extent of information collected depends on your device type and settings when accessing the Services. For instance, we may utilize GPS and other technologies to gather geolocation data indicating your current location (based on your IP address). You have the option to opt out of this data collection by either denying access to the information or disabling your device's Location setting. However, opting out may limit your ability to use certain features of the Services.

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Processing your information

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We process your information to provide, enhance, and manage our Services, to communicate with you, for security and fraud prevention, and to comply with legal obligations. Additionally, we may process your information for other purposes with your consent.

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We process your personal information for various reasons, depending on your interactions with our Services, including:

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To safeguard an individual's vital interest. When essential to safeguard or protect an individual’s vital interest, such as to prevent harm.

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To deliver targeted communications regarding Parish Council activities. We may process your information as part of our communication campaigns.

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The legal bases we rely on to collect your information

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We only process your personal information when we deem it necessary, backed by a valid legal reason (known as a legal basis) under applicable law. This could include obtaining your consent, complying with laws, providing services to fulfill contractual obligations, protecting your rights, or serving our legitimate business interests.

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The General Data Protection Regulation (GDPR) and UK GDPR mandate that we clarify the valid legal bases we rely on for processing your personal information. Therefore, we may rely on the following legal bases to process your personal information:

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Consent:
We may process your information if you have granted us permission (i.e., consent) to utilize your personal information for a specific purpose. You retain the right to withdraw your consent at any time. Learn more about withdrawing your consent.

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Legitimate Interests:
We process your information when it's reasonably necessary to achieve our legitimate business interests, ensuring they don't outweigh your fundamental rights and freedoms. For instance, we may process your data to send communications or track their performance.

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Legal Obligations:
We process your information when required to comply with our legal obligations, such as cooperating with law enforcement, defending legal rights, or providing information as evidence in litigation.

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Vital Interests:
We process your information to protect vital interests, such as situations involving potential threats to safety.

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In legal terms, we typically act as the 'data controller' under European data protection laws for the personal information outlined in this privacy notice. This means we determine how and why we process this data. However, it's important to note that this privacy notice doesn't cover personal information we process as a 'data processor' on behalf of our customers. In such cases, our customers, with whom we have a data processing agreement, act as the 'data controller' responsible for your personal information. We process your data solely on their behalf and according to their instructions. For further information on our customers' privacy practices, please refer to their privacy policies and direct any inquiries you have to them.

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Sharing your personal data

 

We may disclose information as outlined in this section and/or to specific categories of third parties.

 

Consultants, Vendors, and Other Third-Party Providers:
Your data may be shared with third-party vendors, service providers, contractors, or agents who assist us in performing services or tasks on our behalf and require access to such information to carry out their duties.

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We have established contracts with these third parties to ensure the protection of your personal information. They are authorized to process your data solely based on our instructions and are prohibited from sharing it with any other entity. Additionally, they are committed to safeguarding the data they handle on our behalf and retaining it for the duration instructed.

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The categories of third parties with whom we may share personal information include:

- Cloud Computing Service Providers
- Collaboration & Communication Tools
- Data Analysis Services
- Accounting & Financial Tools
- Government Entities
- Web Hosting Providers

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Instances Where We Might Share Your Personal Information

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Business Transfers:
In scenarios involving mergers, sales of company assets, financing, or acquisitions of our business, we may share or transfer your information to another company.

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Utilising Google Analytics:
We may share your data with Google Analytics to monitor and analyse the usage of our Services. To opt out of Google Analytics tracking across our Services, please visit https://tools.google.com/dlpage/gaoptout. For further details on Google's privacy practices, kindly refer to the Google Privacy & Terms page.

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Utilising Google Maps Platform APIs:
Certain Google Maps Platform APIs (such as Google Maps API, Places API) may require us to share your information.

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Usage of Cookies and Tracking Technologies

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We employ cookies and other tracking technologies to gather and retain your information.

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We utilise cookies and similar tracking technologies (such as web beacons and pixels) for accessing or storing information. Detailed information regarding our use of such technologies and how you can opt out of specific cookies is provided in our Cookie Notice.

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Duration of Information Retention

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We retain your information for the duration necessary to fulfil the purposes outlined in this privacy notice, unless otherwise mandated by law.

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Your personal information is retained only as long as required for the purposes outlined in this privacy notice, unless a longer retention period is mandated or permissible by law (such as tax, accounting, or other legal requirements).

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Once we no longer have a legitimate business need to process your personal information, we will either delete or anonymise it. In cases where immediate deletion is not feasible (e.g., due to storage in backup archives), we will securely store your personal information and isolate it from further processing until deletion becomes possible.

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Safeguarding Your Information

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We strive to ensure the security of your personal information through a combination of organisational and technical security measures.

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We have implemented appropriate and reasonable technical and organisational security measures to safeguard the personal information we process. However, despite our diligent efforts, no electronic transmission over the Internet or information storage technology can guarantee absolute security. Therefore, we cannot assure or guarantee that hackers, cybercriminals, or other unauthorized third parties will be unable to breach our security measures and gain access to, steal, or manipulate your information. While we endeavor to protect your personal information to the best of our ability, the transmission of personal information to and from our Services is undertaken at your own risk. It is advisable to access our Services only within a secure environment.

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Information regarding minors​

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We do not intentionally gather data from or promote to individuals under 18 years of age.

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We do not knowingly request data from or market to individuals under 18 years of age. By using our Services, you confirm that you are at least 18 years old or that you are the legal guardian of a minor using the Services and consent to their use. In the event that we discover personal information obtained from users under 18 years of age, we will deactivate the account and promptly delete such data from our records. Should you become aware of any data collected from individuals under 18 years of age, please contact us at parishclerk@dorchesteronthames-pc.gov.uk.

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Understanding Your Privacy Rights

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In certain regions, such as the European Economic Area (EEA), United Kingdom (UK), and Switzerland, you possess rights that grant you increased access to and control over your personal information.

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You have the option to review, modify, or terminate your account at any time.

In specific regions like the EEA, UK, and Switzerland, you hold certain rights under applicable data protection laws. These rights may include the ability to request access to and obtain a copy of your personal information, request rectification or erasure, restrict the processing of your personal information, if applicable, request data portability, and opt out of automated decision-making. Under certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please contact us using the contact details provided below.

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We will assess and address any requests in accordance with applicable data protection laws.

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If you are situated in the EEA or UK and believe that we are unlawfully processing your personal information, you have the right to lodge a complaint with your Member State data protection authority or the UK data protection authority.

If you are located in Switzerland, you may contact the Federal Data Protection and Information Commissioner.

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Withdrawing Your Consent

If we are relying on your consent to process your personal information, you have the right to withdraw it at any time. You can do so by contacting us using the contact details provided below. Please note that withdrawing your consent will not affect the lawfulness of processing prior to its withdrawal, nor will it affect processing conducted based on other lawful grounds.

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Opting Out of Marketing and Promotional Communications

You have the option to unsubscribe from our marketing and promotional communications at any time. Simply click on the unsubscribe link in the emails we send or contact us using the details provided below. Upon unsubscribing, you will be removed from our marketing lists. However, please be aware that we may still communicate with you for service-related matters or other non-marketing purposes, such as account administration or responding to service requests.

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Cookies and Similar Technologies

Most web browsers are configured to accept cookies by default. However, if you prefer, you can typically adjust your browser settings to remove or reject cookies. Be aware that doing so may impact certain features or services of our platform.

For any inquiries or concerns regarding your privacy rights, feel free to email us at parishclerk@dorchesteronthames-pc.gov.uk.

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Management of Do-Not-Track Features

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Many web browsers, as well as some mobile operating systems and applications, offer a Do-Not-Track (DNT) feature or setting. Activating this feature signals your preference for privacy by indicating that you do not wish to have data about your online browsing activities monitored or collected.

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Currently, there is no standardised technology for recognising and implementing DNT signals. Consequently, we do not presently respond to DNT browser signals or any other mechanism that automatically communicates your choice to not be tracked online. If a standard for online tracking is established in the future, which we are required to adhere to, we will update you on this practice in a revised version of this privacy notice.

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Updates to This Notice

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Yes, we will revise this notice as needed to ensure compliance with applicable laws.

We reserve the right to update this privacy notice periodically. The revised version will be identified by a revised "Revised" date and will become effective as soon as it is accessible. In the event of substantial changes to this privacy notice, we may inform you by prominently posting a notice of such changes or by directly notifying you. We advise you to regularly review this privacy notice to stay informed about how we safeguard your information.

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How to Reach Us Regarding This Notice

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If you have any questions or concerns about this notice, you can contact our Data Protection Officer (DPO), Jenny Welham, using the following methods:

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Email: parishclerk@dorchesteronthames-pc.gov.uk

Phone: 07444 239077

 

You can also contact us by post at:

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Dorchester Parish Council
Jenny Welham
26 Folly Green
Woodcote
Oxfordshire
RG8 0ND

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For residents in the United Kingdom, we serve as the 'data controller' of your personal information. Jenny Welham has been appointed as our representative in the UK. You can contact them directly regarding our processing of your information using the same contact details provided above.

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How to Review, Update, or Delete Your Data

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In accordance with the relevant laws of your country, you may have the right to request access to the personal information we collect from you, make changes to that information, or have it deleted.

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To request to review, update, or delete your personal information, please visit: https://www.dorchesteronthames-pc.gov.uk/contact.

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Revised 3rd May 2024