Privacy and FoI

Privacy and FoI



Your personal data – what is it?

“Personal data” is any information about a living individual which allows them to be identified from that data. 

Who are we?

This Privacy Notice is provided to you by Blackmore, Hook End and Wyatts Green Parish Council which is the data controller for your data.

The Council works together with:

  • Other data controllers, such as local authorities, public authorities and agencies such as HMRC and DVLA.

We may need to share personal data we hold with them so that they can carry out their responsibilities to the Council and our community. If there is no joint purpose or collaboration then the data controllers (us) will be independent and will be individually responsible to you. 

The Council will comply with data protection law. This says that the personal data we hold about you must be:

  • Used lawfully, fairly and in a transparent way.
  • Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  • Relevant to the purposes we have told you about and limited only to those purposes.
  • Accurate and kept up to date.
  • Kept only as long as necessary for the purposes we have told you about.
  • Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data.

What data do we process?

  • Names, titles, addresses and contact details.
  • Financial identifiers – Where applicable, bank account details for online payments.

Our processing may also include the use of CCTV systems at the Parish Office for monitoring purposes.

How long do we keep your personal data?

We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.

Your responsibilities

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your working relationship with us.

You have rights in connection with your data

You have the following rights with respect to your personal data:-

When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.

  1. The right to access personal data we hold on you
  • At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
  • There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee of £15.
  1. The right to correct and update the personal data we hold on you
  • If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.

3. The right to have your personal data erased

  • If you feel that we should no longer be using your personal data, you can request that we erase the personal data we hold.
  • When we receive your request we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it to comply with a legal obligation).
  1. The right to object to processing of your personal data or to restrict it to certain purposes only
  • You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request we will contact you and let you know if we are able to comply or if we have a legal obligation to process your data.
  1. The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
  • You can withdraw your consent easily by telephone, email or by post (see Contact Details below).
  1. The right to lodge a complaint with the Information Commissioner’s Office
  • The Parish Council, in order to comply with the General Data Protection Regulation 2018, is duly registered with the ICO as a Data Processor. You can contact the Information Commissioner’s Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

Further Processing

Where and whenever necessary, we will seek your prior consent to the new processing.

Changes to this notice

We keep this Privacy Notice under regular review and we will place any updates on this website:

This Notice was last updated in January 2020

Contact Details

Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints to the Parish Clerk at:

Blackmore, Hook End and Wyatts Green Parish Council, Tipps Cross Remembrance Hall, Blackmore Road, Hook End, Essex, CM15 0DX

Tel: 01277-822421


You can contact the Information Commissioner’s Office on 0303 123 1113 or via email or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.



The Parish Council has formally adopted the following policy relating to Freedom of Information.  This makes clear our continuing commitment to an open adminstration and record keeping.


How to obtain information available from Blackmore, Hook End & Wyatts Green Parish Council under the adopted scheme….


1. Who we are and what we do: See website, write, telephone, email, notice boards, or visit the office

Organisational information and contacts can be found on this website.


Who is on the Parish Council/Committees:See website, notice boards, call/visit the office

Contact details: Parish Clerk: Susan Clapham

Tel: 01277-822421


Chairman and Councillor contact details: See website, notice boards or call/visit the office

Location of main office and accessibility: Parish Office:

Tipps Cross Remembrance Hall, Blackmore Road, Hook End, Brentwood, Essex. CM15 0DT.

Wheelchair access available.

Staffing structure: Parish Clerk

Responsible Financial Officer (RFO)


2. What we spend and how we spend it:

Current and previous financial year accounts are published.

Annual Return form and report by auditor: In office or published as required by legislation

Finalised budget: In office or published as required by legislation

Precept:  In office or published as required by legislation

Financial Standing Orders and Regulations:  In office

Grants given and received:  In office


3. What our priorities are and how we are doing

 Annual Report to Parish or Community Meeting (current

and previous year as a minimum): In office


4. How we make decisions

Timetable of meetings (Council, committee/sub-committee On website, notice boards (monthly) and parish office

Meetings and parish meetings)

Agendas of meetings (as above):  At meeting or issued in accordance with legislation

Minutes of meetings (as above) – (This will exclude information

that is properly regarded as private to the meeting):  In office

Reports presented to Council meetings – (This will exclude

Information that is properly regarded as private to the meeting):  In office

Responses to consultation papers:  In office

Responses to planning applications:  In office

Bye-laws:  In office


5. Our Policies and Procedures

Policies and Procedures for the conduct of Council business:

Procedural Standing Orders:  Available for inspection in office

Committee and sub-committee terms of reference : Available for inspection in office

Code of Conduct Adopted:  latest national code of conduct

Policies and Procedures about:

The employment of staff; NALC standards apply

Policies and procedures for handling requests for information:  Please contact the Clerk

Complaints Procedure:  In office

Information Security Policy:  Key holders schedule in office


Records management policies (records retention, destructionand archive):  As per legislation

Data protection policies:  As per legislation

Schedule of charges (for the publication of information): See attached appendix ‘schedule of charges’ – held in office

6. Lists and Registers

Allotment Tenants: Allotment register in office

Parish room/village hall rental bookings:  Schedule in office

Assets Register:  Available for inspection in office

Register of members interests: Available for inspection in office and online

Register of gifts and hospitality: Available for inspection in office


7. The services we offer:

Role of the Parish Council and the Councillors:  Available in the office

Allotments Notice:  on notice boards and website

Community centres and village halls:  On website and available in the office

Parks, Playing fields and recreational facilities:  On website and in the office

A summary of services for which the Council is entitled to

Recover a fee, together with those fees (e.g. allotments):  In office

Additional Information

Parish Boundary: A4 map available from office

Grant Policy: Available for inspection in office

Footpaths Map: available for inspection in office


Contact Details:

 For information pertaining to any of the above:  please contact the Clerk.