Privacy policy

Who we are

Our website address is: https://hitchamsuffolk.org.uk. The website is managed by Mill House Media on behalf of Hitcham Parish Council, which will be referred to as the ‘Controller’ of the personal data you provide to us. You can contact the Parish Council by emailing parishcouncil@hitchamsuffolk.org.uk

What personal data we collect, and why we collect it

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Contact

If you send an email to news@hitchamsuffolk.org.uk or parishcouncil@hitchamsuffolk.org.uk any contact information you choose to supply will be used to respond to your query. We will only collect basic data which does not include any special types of information or location based information. This can however include name, address, email, and phone number

Media

If you submit images for use on the website, you should avoid using images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Electoral roll

The Parish Council receives a copy of the Electoral Roll for the Parish from the District Council as an encrypted, password-protected electronic file. This is used only by the Clerk, and only for the purpose, when necessary and appropriate, of assisting residents or establishing, for example, the owner of a property the Council needs to contact. A physical copy is kept securely under lock and key, and again is only available to the Clerk.

Who we share your data with

If you leave a query or request on the website – or send us an email at parishcouncil@hitchamsuffolk.org.uk – we may share any contact details you give us with the person or persons best able to help you. This information will not be retained for any purpose other than to continue helping you, and for our own records.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

This website does not require you to register in order to use it, so no registration data is taken.

If you send contact information in connection with an enquiry, any contact data you choose to provide will be retained in order to respond to your enquiry, and to keep a record of the resulting correspondence.

What rights you have over your data

If you have left comments on this site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.

Where we send your data

Visitor comments may be checked through an automated spam detection service. When necessary, emails will be backed up to secure servers in compliance with the terms of GDPR

Additional information

How we protect your data

Councillors who receive forwarded personal emails are required to delete them as soon as the matter under discussion has been dealt with. Emails sent to the Parish Clerk are stored on a single machine with appropriate software, malware and network protection that is securely stored under lock and key. Any necessary backups are stored on secure servers in compliance with the terms of GDPR.

What data breach procedures we have in place

In the event of a data breach anyone whose data is likely to be compromised as a result will be informed of the breach as soon as possible. They will also be informed of:

  • who to contact for more information
  • what consequences are likely to result from the breach and
  • what measures are being proposed to deal with the breach and, where appropriate and possible, to mitigate any possible adverse effects.

As required by GDPR, a report will also be sent to the ICO with details of the breach.