Our contact details:
Wombourne Parish Council
Civic Centre, Gravel Hill, Wombourne, WV5 9HA
Telephone: 01902 896300
Email: clerk@wombourneparishcouncil.org.uk
The type of personal information we collect:
We currently collect and process the following information:
• Personal identifiers such as name, address, phone number and email address
• Information relating to facility bookings and contracts
• Correspondence between residents, suppliers and contractors
• Volunteer information (where applicable)
How we get the information and why we have it:
Most of the personal information we process is provided directly by you for one of the following purposes:
• To respond to your queries and correspondence
• To manage bookings and contracts for Parish Council services and facilities
• To comply with our statutory duties as a local council
• To communicate about Council consultations, activities and services (where consent has been given)
We may also receive information indirectly from:
• The District or County Council (e.g. planning applications, electoral register)
• Community organisations (e.g. volunteer referrals, with consent)
Our lawful bases for processing your personal information are:
• We need it to perform a public task (our official Council functions)
• We have a legal obligation (e.g. financial and audit requirements)
• We have a contractual obligation (e.g. hire agreements)
• On occasion, your consent (e.g. mailing lists or volunteering)
What we do with the information:
We use the information you provide in order to:
• Respond to correspondence from residents and organisations
• Administer bookings for the Civic Centre, allotments, and other facilities
• Manage leases, tenancies, and contracts
• Keep proper accounts and records
• Undertake statutory consultations and community engagement
We may share this information with:
• South Staffordshire District Council and Staffordshire County Council where necessary
• HMRC, our external and internal auditors
• Contractors providing services on behalf of the Council (e.g. grounds maintenance, IT support)
We will never sell your data to third parties.
How we store your information:
Your information is securely stored in locked cabinets at the Civic Centre and on password-protected IT systems.
We keep personal data only as long as necessary in line with our retention policy. For example:
• Financial records – 7 years
• Contracts and leases– duration of agreement + 6 years
• Correspondence – 2 years (unless needed longer for reference)
• Planning applications – 1 year
We will then securely dispose of your information by shredding paper files and permanently deleting electronic records.
Your data protection rights:
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to 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.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to 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.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at the contact details provided above if you wish to make a request.
How to complain
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
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