Data Protection Policy:

Scleddau Community Council

Effective Date: 25/06/2025

1. Introduction

Scleddau Community Council is committed to protecting the personal data we collect and process in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy outlines how we handle personal data and what rights individuals have regarding their information.

2. Who We Are

The data controller is:

Scleddau Community Council
Contact: clerk@scleddaucc.wales
Address: 31 Greenhill Crescent, Merlins Bridge, Haverfordwest, SA61 1LX

The Clerk to the Council is the main contact for all data protection matters.

3. What Data We Collect

We may collect and process the following types of personal data:

  • Names and contact details (e.g. email addresses, phone numbers)

  • Correspondence received through contact forms, email, or in writing

  • Information provided in relation to council services, requests, or complaints

  • Photographs, if provided voluntarily or used with consent

We do not knowingly collect sensitive personal data unless required and with explicit consent.

4. Why We Process Data (Lawful Basis)

We process data under the following legal bases:

  • Public task – Performing duties as a local council

  • Legal obligation – Complying with statutory responsibilities

  • Consent – When you voluntarily provide information (e.g. via a contact form)

5. How We Use Personal Data

We use personal data for:

  • Responding to queries and contact requests

  • Managing council services and activities

  • Keeping records of correspondence and decisions

  • Fulfilling our legal duties under local government law

6. Data Sharing

We do not share personal data with third parties unless:

  • Required by law (e.g. audit, public inquiries)

  • Necessary for fulfilling our public functions

  • You have given explicit consent

We will never sell or rent your personal data to anyone.

7. Data Retention

We only retain personal data for as long as necessary to fulfil its purpose, or as required by law. Retention periods follow guidance from the Information Commissioner’s Office (ICO) and the Local Government Association.

8. Your Data Rights

Under data protection law, you have the right to:

  • Access your personal data

  • Request correction of incorrect data

  • Request deletion (in certain circumstances)

  • Restrict or object to processing

  • Withdraw consent (where applicable)

To exercise these rights, please contact the Clerk using the details provided above.

9. Security

We take appropriate technical and organisational measures to protect personal data from unauthorised access, loss, or misuse.

10. Complaints

If you have concerns about how your data is handled, you can contact the Clerk. If you’re not satisfied with our response, you can raise a complaint with the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk
Helpline: 0303 123 1113

11. Policy Review

This policy will be reviewed regularly and updated as necessary to remain compliant with data protection laws.