Privacy Policy


  • General information
  • This privacy notice provides you with general information about how we collect and use your information in the delivery of council services.

    Find service related privacy notices in our directory.

    Search privacy notice directory

  • Who we are
  • Bardney Group Parish Council is a public authority and is known as the "Controller" of the information that we collect about you.  You can view the registration on the Information Commissioner’s Office website.

    Contact details:

    Bardney Group Parish Council
    Parish Office
    St Oswald's Park
    Horncastle Rd
    LN3 5SU

    Telephone:  07775 372170

  • Data Protection Officer's contact details
  • You can contact our Data Protection Officer at

    You can also write using the postal address above. Please mark the envelope FAO: Data Protection Officer.

  • Your information
  • The information we collect about you is split into two categories that are determined by the definitions set out in law.

    Personal data is information that identifies and relates to you, this may include:

    • name, address, date of birth and other contact information
    • unique identification numbers
    • details of your social and/or economic status
    • location data
    • online identifiers (for example an IP address)

    Special category data is personal data which is considered more sensitive and private in nature. This is information about your:

    • race or ethnic origin
    • political views and affiliations
    • religious or philosophical beliefs
    • trade union membership
    • genetics
    • biometrics (where used for ID purposes, for example, facial recognition)
    • health
    • sex life or sexual orientation
  • Why we collect information about you
  • We process your information for the following purposes:

    • for the service you requested, and to monitor and improve our performance in responding to your request
    • to allow us to be able to communicate and provide services and benefits appropriate to your needs
    • to ensure that we meet our legal obligations and to exercise our statutory powers in the public interest
    • to conduct public consultations and engagement
    • where necessary for law enforcement functions
    • where necessary to protect individuals from harm or injury
    • to allow the statistical analysis of data so we can plan the provision of services
    • to support effective decision making and improve efficiency of services
    • for the purposes of public and staff safety and crime prevention and detection

    We will only collect the information that we need to deliver services to you and as far as is reasonable and practicable we will ensure that your information is accurate and kept up to date.

  • Lawful bases for processing information about you
  • We must ensure that we have a lawful basis to collect and use your information. The lawful bases the council relies on vary depending on our involvement with you.  They are:

    • compliance with a legal obligation as required by UK or EU law to process for a specific purpose
    • performance of a public task in the public interest or an official function which has a clear basis in law
    • performance of a contract for the supply of goods or services
    • with your consent, where there is documented evidence of that consent
    • pursuit of a legitimate interest, of the council or a third party
    • to protect a person’s vital interests (for example, to protect someone’s life)

    If the information you provide us contains special category data, this requires a further lawful basis to those listed above. In relation to the council’s processing activities these are:

    • for reasons of substantial public interest
    • to establish, exercise of defend legal claims
    • for preventative and occupational medicine and the assessment of the working capacity of an employee
    • provision of health and social care treatment or the management of health and social care systems
    • carrying out obligations and exercising specific rights in the field of employment and social security and social protection law
    • with your explicit consent
    • to protect an individual’s vital interests
    • processing personal data which are manifestly made public by you
  • How we may collect your information
  • Your information is collected in several ways:

    • directly from you when you contact the council or sign up to a service.  This includes face to face contact, telephone calls, and emails
    • provided by members of the public
    • provided by another organisation involved in the provision of services such as healthcare, social and welfare organisations, and law enforcement agencies
    • provided by another organisation to allow the research and intelligence necessary to perform our statutory functio
  • How long we hold your information for
  • We are required to retain your information for as long as is necessary, after which it will be securely destroyed.

    Retention periods can differ and will depend on various criteria including the purpose of processing, regulatory and legal requirements, and internal organisational need.

    We have retention schedules in place that set out in detail how long information will be held for.

  • How we protect your information
  • We operate an information security management system which helps to protect your information. We do this by putting in place technical and organisational security measures designed to reduce the risk to your information through loss, theft, and unauthorised access.

    The information security management system is subject to constant review and independently audited.

    All staff are required to undertake regular data protection training and must comply with a variety of policies designed to keep your information secure.

  • Where your information is held
  • We may process your information in both digital and hard copy format. Primarily your information will be held within the United Kingdom but in some limited circumstances it may be transferred overseas using web services that are hosted outside of the European economic area. Where this is the case we will ensure that adequate and appropriate safeguards are in place to protect your information overseas.

  • Your information rights
  • You have several rights in relation to the information that the council holds about you:

    Access - You have the right to ask us for copies of your personal information.

    Rectification - You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

    Erasure - You have the right to ask us to erase your personal information in certain circumstances.

    Restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.

    Object to processing - You have the right to object to the processing of your personal data in certain circumstances.

    Data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

    Automated decisions and profiling – You have the right to prevent your information being processed and decisions being made about you solely by automated means (without any human involvement)

    To view more information about your rights and when these might apply visit the Information Commissioner's website.

    View our data protection information for more details about how to make a request to exercise your information rights.

  • Information Commissioner's Office
  • You have the right to complain to the Information Commissioner’s Office (ICO) if you are not satisfied with the way that the council has handled your information.

    The ICO is an independent body set up to uphold information rights in the United Kingdom. They can also provide advice and guidance and can be contacted through the Information Commisioner's website, via their helpline on 0303 123 1113 or in writing to:

    Information Commissioner’s Office
    Wycliffe House
    Water Lane
    SK9 5AF