Privacy Policy

Upper Heyford Parish Council (“the Council”) is committed to protecting your privacy and ensuring that your personal data is handled safely and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website or contact us.

Who We Are

Upper Heyford Parish Council is the data controller for the personal information we process.

Contact details:
Upper Heyford Parish Council
Village Hall, Somerton Road, Upper Heyford Oxfordshire OX25 5LB
parishclerk@upperheyfordpc.gov.uk

What Personal Data We Collect

We may collect and process the following personal data:

Name
Email address
Telephone number
Postal address
Any information you provide when contacting us via forms, email, or correspondence
IP address and basic website usage data (via cookies – see Section 7)

We do not collect sensitive personal data through this website unless you explicitly provide it

How We Use Your Personal Data

We use your personal data for the following purposes:

To respond to enquiries and correspondence
To provide information about council services, meetings, and activities
To comply with legal obligations
To improve the performance and usability of our website
To maintain administrative and audit records

We will only use your data where we have a lawful basis to do so.

Lawful Basis for Processing

Under UK GDPR, the lawful bases we rely on include:

Legal obligation – where we are required by law to process your data
Public task – where processing is necessary for the performance of our statutory duties
Consent – where you have given clear consent (e.g. contacting us via a form)
Legitimate interests – where processing is necessary for normal council operations and does not override your rights

How We Store and Protect Your Data

We take appropriate technical and organisational measures to protect your personal data from loss, misuse, unauthorised access or disclosure.

Your data is stored securely and only accessed by authorised persons.

We keep personal data only for as long as necessary, in line with our retention policies and legal obligations

Sharing Your Personal Data

We do not sell or rent your personal data.

We may share your data only when necessary:

With service providers working on behalf of the Council (e.g. website hosting)
To comply with legal requirements or requests from authorities
Where required to carry out our statutory duties

Any third parties we use are required to keep your data secure and use it only for agreed purposes.

Cookies and Website Analytics

Our website may use cookies to:

Ensure the website functions correctly
Collect anonymous usage statistics to improve the site

Cookies do not identify you personally.

You can control or disable cookies through your browser settings. Continued use of the website indicates acceptance of necessary cookies.

Your Data Protection Rights

You have the right to:

Request access to your personal data
Request correction of inaccurate or incomplete data
Request erasure of your data (where applicable)
Object to or restrict processing
Request data portability
Withdraw consent at any time (where consent is the lawful basis)

To exercise any of these rights, please contact the Council using the details above

Complaints

If you are unhappy with how your personal data is handled, you have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
📍 Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
🌐 www.ico.org.uk

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be published on this website.

Last updated: January 2026