PRIVACY POLICY/GDPR
Privacy Notice – Old Catton Parish Council
Who we are
Old Catton Parish Council is the data controller for your personal data.
Contact details:
The Pavilion, Recreation Ground, Church Street, Old Catton, Norwich NR6 7DS
Tel: 01603 423880
Email: clerk@oldcattonparishcouncil.co.uk
What is personal data?
Personal data means any information relating to an identified or identifiable individual.
What information we collect
We may collect and process the following types of personal data:
- Name, title and photographs
- Contact details (address, telephone number, email address)
- Information relating to services you use (e.g. allotments, hall hire)
- Financial information where relevant (e.g. payments, invoices)
- Correspondence and enquiries
Why we use your information
We use your personal data to:
- Deliver public services and carry out our statutory functions
- Respond to enquiries and communicate with you
- Administer services such as allotments, facilities, and events
- Maintain accounts and records
- Meet legal and regulatory obligations
- Prevent fraud and misuse of public funds
- Seek your views or notify you of relevant services or changes
Lawful basis for processing
Under UK GDPR, we rely on:
- Public task – to carry out our official functions
- Legal obligation – to comply with the law
- Contract – where we enter into an agreement with you (e.g. hall hire, allotments)
- Consent – where you have given clear permission (e.g. mailing lists)
Sharing your information
We may share your data where necessary with:
- Other local authorities and public bodies
- Contractors and service providers
- Community groups or partners we work with
All third parties are required to respect the security of your personal data.
How long we keep your data
We only keep your personal data for as long as necessary. Typical retention periods include:
- General enquiries: up to 12 months
- Financial records: minimum 6 years
- Contracts (e.g. allotments): duration of agreement plus up to 6 years
- Some records may be kept longer where legally required
How we use your data in specific situations
General enquiries: If you contact us, we will use your details to respond. We normally keep enquiry information for up to 12 months.
Recruitment: If you apply for a job, we will use your information to assess your application. Unsuccessful applications are normally retained for 6 months.
Allotments, Cemetery and services: If you use our services (eg allotments or cemetery services), we will use your information to administer and manage your arrangements and to meet legal obligations.
Events and photography: Photos may be taken at Council events for publicity purposes. Please let us know if you do not wish to be included.
Your rights
Under data protection law, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request erasure (in certain circumstances)
- Restrict or object to processing
- Data portability (where applicable)
- Withdraw consent at any time (where consent is used)
We will respond to requests within one month.
Complaints
If you are unhappy with how we handle your data, you can contact the Information Commissioner's Office
(www.ico.org.uk)
Changes to this notice
We keep this Privacy Notice under regular review.
Last updated: April 2026
