Policies and Procedures

Blisland Parish Council Grant Awarding Policy

Blisland Parish Council wishes to support local Village organisations wherever possible.  If your organisation wishes to apply to the Council for financial funding, please note that your application will only be considered if it demonstrates that the grant aid will be of benefit to the Parish of Blisland.

In line with the Local Government Act 1976 grants will only be given to non-profit making organisations.  All applications for financial assistance have to be made in writing.  Where appropriate please submit up to date audited accounts to support your application; if these figures are not available please submit documentary evidence of the organisation’s funds and balances.

Please also ensure that you specify the reason(s) that assistance is required.

Grants will not be awarded retrospectively of any project or be given for building repairs and maintenance.

If you believe that your application satisfies these criteria please submit your application to the Parish Clerk at clerk@blislandparishcouncil.co.uk

The safe receipt of your application will be acknowledged by the clerk and will be discussed by Council at the meeting following receipt.

All applications are considered on an individual case by case basis.

GRIEVANCE POLICY AND PROCEDURES

1.INTRODUCTION

This procedure applies to all employees of the council. The objectives of the procedure are: –

To foster good relationships between the council and its employees by discouraging the harbouring of grievances;

To settle grievances as near as possible to their point of origin;

To ensure the council treats grievances seriously and resolves them as quickly as possible; and

To ensure that employees are treated fairly and consistently throughout the council.

 

Matters excluded from this procedure are as follows: –

Appeals against salary or gradings;

Appeals against disciplinary actions;

Income tax, national insurance matters, rates of pay collectively agreed at the national or local level;

Rules of pension schemes; and

A grievance about a matter over which the council has no control.

2.INFORMAL GRIEVANCE PROCEDURE

In the interests of maintaining good working relations the employee is encouraged to first discuss any grievance with his/her line manager or the Clerk with a view to resolving the matter informally if appropriate. If the employee feels that this is not appropriate or he or she wishes to pursue a formal grievance they should follow the procedure detailed below.

3.FORMAL GRIEVANCE PROCEDURE

STANDARD COUNCIL GRIEVANCE PROCEDURE

The employee must set out his/her grievance in writing (“Statement of Grievance”) and provide a copy to the Clerk.

Once the council has had a reasonable opportunity to consider its response to the information provided in the Statement of Grievance the employee will be invited to attend a grievance meeting to discuss the matter.

(i) The employee must take all reasonable steps to attend the meeting.

• Grievance meetings will normally be convened with 10 days of the council receiving the Statement of Grievance.
• The employee has the right to be accompanied to a grievance meeting by a fellow employee or by a Trade Union representative.
• If the meeting is inconvenient for either the employee or his or her companion, the employee has the right to postpone the meeting by up to 5 working days.

A grievance meeting may be adjourned to allow matters raised during the meeting to be investigated, or to afford [the employees manager/the clerk] time to consider the decision.

After the meeting the employee will be informed of the council’s decision within 5 working days. The meeting may be reconvened for this purpose. The council’s decision will be confirmed to the employee in writing.

If the employee wishes to appeal against the council’s decision he or she must inform the council within 5 working days of receiving the decision.

If the employee notifies the council that they wish to appeal, the employee will be invited to attend a grievance appeal meeting before the council’s Staffing Committee. The employee must take all reasonable steps to attend that meeting. The employee has the right to be accompanied to a grievance appeal meeting by a fellow employee or by a Trade Union representative.

A grievance appeal meeting will normally be convened within 5 working days of the council receiving notice that the employee wishes to appeal. If the meeting time is inconvenient for the employee or his or her companion, the employee may ask to postpone the meeting by up to 5 working days.

After the grievance appeal meeting the employee will be informed of the council’s final decision within 5 working days. The meeting may be reconvened for this purpose. The council’s decision will be confirmed to the employee in writing.

4.MODIFIED COUNCIL GRIEVANCE PROCEDURE (FOR FORMER EMPLOYEES)

If an ex-employee wishes to raise a grievance, he or she must set out their grievance and the basis for that grievance in writing and provide a copy to the Chairman of the Council’s Staffing Committee.

Following receipt of a statement of grievance pursuant to above, the council will either write to the ex-employee inviting him or her to attend a meeting to discuss the grievance, or to ask for the ex-employee’s agreement to the council responding to the grievance in writing.

If the ex-employee does not agree to the matter being dealt with by correspondence within 7 working days of the council writing to them, the standard council grievance procedure will be followed. The meeting will be conducted by the council’s Staffing Committee.

If the ex-employee does agree to the matter being dealt with by correspondence, the council’s Staffing Committee will consider his or her grievance and will respond to the ex-employee in writing within 10 working days of the receipt of such confirmation setting out the basis for the council’s decision.

5.GENERAL PROCEDURAL INFORMATION

Grievances raised under the standard council grievance procedure will normally be investigated, and any meetings to discuss the grievance conducted by the Clerk.

If an employee’s grievance is about his/her line manager or the Clerk, they should raise the matter with the Chairman of the Staffing Committee. All investigations and any grievance meeting will be conducted by the said Staffing Committee and any grievance appeal meeting will be conducted by 3 members of the council who do not sit on the Staffing Committee.

Where a grievance is raised by the Clerk to the council, all investigations and any grievance meeting will be conducted by the said Committee. Any grievance appeal meeting will be conducted by 3 members of the council who do not sit on the Staffing Committee.

A copy of the Statement of Grievance, a note of the decision taken at the first stage of the procedure, any notice of appeal and appeal decision will be placed on the employee’s/ex-employees personnel file, together with any notes or evidence taken or compiled during the course of the procedure.

1. INTRODUCTION

The Equality Act 2010 took effect on 1 October 2010 and replaces the previous antidiscrimination legislation. It simplifies the law removing inconsistencies and making it easier for people to understand and comply with it.  It also strengthens the law, in order to help tackle discrimination and inequality.

The Public Sector Equality Duty is a key measure in the Act which came into force on 5 April 2011.  All public bodies and organisations carrying out public functions have a duty to consider the needs of all individuals in their day to day work – in shaping policy, in delivering services and in relation to their own employees.  The Public Sector Equality Duty ensures that all public bodies play their part in making society fairer by tackling discrimination and providing equality of opportunity for all.

The purpose of this policy is to provide equal opportunities for everyone who comes into contact with Blisland Parish Council, irrespective of their characteristics (unless it can be shown that the treatment is a proportionate means of achieving a legitimate aim).

2.LEGAL POSITION

To discriminate against someone means to treat them less favourably, to harass or victimise them or to subject them to a provision, criterion or practice which puts them at a disadvantage.

It is unlawful to discriminate against an individual on the grounds of the following ‘protected characteristics’ (as defined in the Act):

Age – Disability – Gender reassignment – Pregnancy and maternity – Race Religion or belief – Sex – Sexual orientation -Marriage and civil partnership

3.COUNCIL’S COMMITMENT

Blisland Parish Council opposes all forms of unlawful and unfair discrimination whether it be direct or indirect discrimination, victimisation or harassment on the grounds of any of the protected characteristics defined in the Equality Act 2010.  We are committed to the promotion and delivery of equal opportunities in the work place and in the delivery of services.

In all our activities we will have due regard to the three aims of the Equality Duty: Eliminate unlawful discrimination, harassment, victimisation and any other conduct prohibited by the Act;

Advance equality of opportunity between people who share a protected characteristic and people who do not share it;

Foster good relations between people who share a protected characteristic and people who do not share it.

4.EMPLOYEES

All employees whether full-time, part-time, fixed term contract, agency workers or temporary staff, will be treated fairly and equally. Selection for employment, promotion, training, remuneration or any other benefit will be on the basis of aptitude and ability. All employees will be helped and encouraged to develop their full potential and the talents and resources of the workforce will be fully utilised to maximise the efficiency of the council.

Every employee is entitled to a working environment that promotes dignity and respect to all. No form of intimidation, bullying or harassment will be tolerated.  This is further defined in the Dignity at Work policy adopted by the council.

The commitment to equal opportunities in the workplace is good management practice and makes sound business sense as it seeks to utilise the talents available from the local community, representing Society as a whole.

Breaches of the Council’s Equal Opportunities Policy will be regarded as serious misconduct and could lead to disciplinary proceedings.  Employees are entitled to complain about discrimination or harassment or victimisation through the council’s Grievance Procedure.

The Council adopts the model employment contract as devised by the employee professional body in the local government sector (the Society of Local Council Clerks).

The policy will be monitored and reviewed annually.  Other Personnel policies will be reviewed against the values stated in this main Equal Opportunities policy to ensure that the council strives to remain an Equal Opportunities employer.

5.SERVICE DELIVERY

In exercising its functions and delivering services, the Parish Council will have due regard to the three aims of the Equality Duty and it will take a proportionate approach when complying with it.  Equality issues will be an influence on our policies and decisions and we will consider the needs of all individuals in our day to day work.

This policy was adopted by Blisland Parish Council on ……

Blisland Parish Council – Code of Practice for handling complaints

Blisland Parish Council recognises that from time to time there will be concerns expressed by members of the public over the activities of the Council or one of its members or employees.  To address these issues the Council has adopted a procedure for the handling of complaints.  This procedure allows people to have a form of address to the Council if they feel they have a complaint, or have been unfairly treated in their dealings with the Council staff, Councillors, the Council or its Committees.

Blisland Parish Council has decided that in order to protect all parties involved complaints to the Council must be made in writing.

Receipt of Complaints

1. On receipt of a written complaint the clerk will send a holding letter to the complainant to allow further time to address the issue raised.
2. If the complaint is about the behaviour of a member or employee of the Council, the clerk must also notify the person and offer the opportunity for comment on the manner in which it is intended to try and settle the complaint.
3. The clerk or Chairman shall bring any written complaint to the next meeting of the Council and the clerk shall notify the complainant of the date of the meeting. The Complainant will be offered the opportunity to explain the nature of the complaint to the meeting.
4. The clerk shall consult with the Chairman/Vice Chairman to consider whether the written complaint warrants discussion at a Council meeting in the absence of the press and public.
5. The decision on the complaint shall be announced at the Council meeting in public and the clerk will communicate in writing the decision that has been made by the Council and the nature of any action taken by the Council

Complaints against an employee of the Council

Complaints against an employee must be submitted in writing to the Parish Clerk.  However, if the complaint is against the actions of the Clerk then the written complaint should be submitted to the Chairman.

If the complaint is made against the actions of any other employee, the clerk will present the complaint to the Council for consideration at a meeting held in the absence of the press or public.  If the complaint is made against the actions of the clerk, the Chairman will present the complaint to the Council for consideration at a meeting held in the absence of the press or public.

The Complainant may be invited to attend part of the meeting to explain the nature of the complaint, in the absence of the public and press.  Persons mentioned in the complaint will have the opportunity to explain the nature of their actions to the meeting, in the absence of the public and press.

The result of the Council’s consideration of a complaint will be announced at a Council meeting in public.

Complaints against a member/members of the Council

Complaints against a member/members of the Council must be submitted in writing.

If the complaint is made against the actions of a member/members, the clerk will present the complaint to the Council for consideration at a meeting held in the absence of the press or public.

The complainant may be invited to attend part of the meeting to explain the nature of their complaint, in the absence of the public and press.  Persons mentioned in the complaint will have the opportunity to explain the nature of their actions to the meeting, in the absence of the public and press.

The result of any Council consideration of a complaint will be announced at a Council meeting in public.

Complaints regarding the conduct of a member/members of the Council cannot be considered by the Parish Council and should be directed to the Monitoring Officer of Cornwall Council

If a member of the public feels that the above procedures are inappropriate a complaint may be submitted against a member or members of the Council to the Monitoring Officer of Cornwall Council:

Simon Mansell MBE
Cornwall Council
4th Floor, North Wing
Treyew Road
Truro
TR1 3AY

Further information can be accessed from www.cornwall.gov.uk

Adopted by Blisland Parish Council

PROTOCOL ON COMMUNICATIONS

 Parish Council Correspondence

1. Official correspondence on behalf of the Council should normally be sent in the name of the Clerk, rather than in the name of a Councillor. It may be appropriate in certain circumstances (e.g. representations to a Government Minister) for a letter to appear in the name of a Councillor, but this should be the exception rather than the norm.
2. Correspondence that, for example, create obligations or give instructions on behalf of the Council should never be sent out in the name of a Councillor.
3. The point of contact for the Parish Council is the Clerk, and it is to the Clerk that all correspondence for the Parish Council should be addressed.
4. The Clerk should deal with all correspondence following a meeting.
5. No individual Councillor should be the sole custodian of any correspondence or information in the name of the Parish Council or working party. In particular, Councillors do not have a right to obtain confidential information / documentation unless they can demonstrate a ‘need to know’.
6. All official correspondence should be sent by the Clerk in the name of the Council using Council letter headed paper or via the Council’s email account.
7. Where correspondence from the Clerk to a Councillor is copied to another person, the addressee should be made aware that a copy is being forwarded to that other person (e.g. copy to XX).
8. Where the Clerk or a Councillor wishes fellow Councillors to receive matters for “information only”, this information will be circulated via the Clerk.

Communications with the Press, Public and Planning Committee

9. The Clerk will clear all press reports, or comments to the media, with the Chair of the Council.
10. Press reports from the Council should be from the Clerk or via the reporter’s own attendance at a meeting.
11. Unless a Councillor has been authorised by the Council to speak to the media on a particular issue, Councillors who are asked for comment by the press should make it clear that it is a personal view and ask that it be clearly reported as their personal view.
12. Unless a Councillor is absolutely certain that he / she is reporting the view of the Council, they must make it clear to members of the public that they are expressing a personal view.
13. If Councillors receive a complaint from a member of the public on a Council decision or conduct of the Clerk or Councillor(s), this should be dealt with under the Council’s adopted complaints procedure (available from www.blislandParishCouncil.co.uk), or via a Council agenda item.

Councillor Correspondence to external parties

14. As the Clerk should be sending most of the Council’s correspondence from the Council to other bodies, it needs to be made clear by the Councillor that it is written in their official capacity and has been authorised by the Parish Council.
15. A copy of all outgoing correspondence relating to the Council or a Councillor’s role within it, should be sent to the Clerk, and it be noted on the correspondence, e.g. “copy to the Clerk” so that the recipient is aware that the Clerk has been advised.

Communications with the Clerk and other members

16. Councillors must not give instructions to the Clerk, unless authorised to do so (for example, three or more Councillors sitting as a committee or sub-committee with appropriate delegated powers from the Council).
17. No individual Councillor, regardless of whether or not they are the Chair of the Council, may give instructions to the Clerk which are inconsistent or conflict with Council decisions or arrangements for delegated power.
18. E-mails – Instant replies should not be expected from the Clerk; reasons for urgency should be stated; Information to Councillors should normally be directed via the Clerk; Councillors should acknowledge their e-mails when requested to do so; Correspondence between the Clerk and Councillors should not normally be circulated to external parties unless advised by the Clerk.
19. Meetings with the Clerk: Wherever possible an appointment should be made; Meetings should be relevant to the work of the Clerk.

Council Decisions

It should be noted that no decision can be made by Councillors outside of a Parish Council meeting unless the appropriate delegated power has been given to the Clerk.

Adopted 8^th November 2018.  Review date: November 2019.

The right to record, film and to broadcast meetings of the Council, Committees and Sub Committees is established following the Local Government Audit and Accountability Act 2014. This is in addition to the rights of the press and public to attend such meetings.

1. The Council will make the Council chamber available to the public 15 minutes before and after meetings for the setting up and removal of any filming equipment.
2. Members of the public are permitted to film or record meetings to which they are permitted access, in a non-disruptive manner and only from a specified area.
3. Meetings or parts of meetings from which the press and public are excluded may not be filmed or recorded.
4. The use of digital and social media recording tools, for example Twitter, blogging or audio recording will be allowed as long as it is carried out in a non-disruptive manner.
5. Councillors who choose to use social media during Council meetings must refrain from disrupting other Councillors and Council debate.
6. Councillors who choose to record, film or broadcast meetings including the use of social media are reminded of their responsibilities under the Council’s Code of Conduct including the confidentiality requirements.
7. While those attending meetings are deemed to have consented to the filming, recording or broadcasting of meetings, those exercising the rights to film, record and broadcast must respect the rights of other people attending under the Data Protection Act 1998.
8. The Chairman of the meeting, or any such Council representative as designated by the Chairman, has the authority to stop a meeting and take appropriate action if any person contravenes these principles or is deemed to be recording in a disruptive manner.
9. Any person or organisation choosing to film, record or broadcast any meeting of the Council is responsible for any claims or other liability resulting from them so doing and by choosing to film, record or broadcast proceedings they accept that they are required to indemnify the Council, its members and officers in relation to any such claims or liabilities.
10. The Council asks those recording proceedings not to edit the film or recording in a way that could lead to misinterpretation of the proceedings, or infringe the core values of the Council. This includes refraining from editing an image or views expressed in a way that may ridicule, or show lack of respect towards those being filmed or recorded.
11. The Council will display the requirements as to filming, recording and broadcasting at its meeting venues and those undertaking these activities will be deemed to have accepted them whether they have read them or not.
12. The Council will advertise that all meetings are held in public and could be filmed or recorded by broadcasters, the media or members of the public.
13. The Council will publish the guidance on the filming, recording and broadcasting of meetings on its website.

 

SAMPLE NOTICE TO BE DISPLAYED AT ALL MEETINGS OF THE COUNCIL, ITS COMMITTEES AND SUB COMMITTEES

 This meeting has been advertised as a public meeting and as such could be filmed or recorded by broadcasters, the media or members of the public.

Please be aware that whilst every effort is taken to ensure that members of the public are not filmed, we cannot guarantee this, especially if you are speaking or taking an active role.

1.Scope of responsibility

Blisland Parish Council is responsible for ensuring that there is an adequate and effective system of internal audit of its accounting records, and of its system of internal control in accordance with proper practices.

The system of internal control is designed to ensure that the council’s activities are carried out properly and as intended.  Internal controls are set up by the RFO but it falls on the Council members to ensure that they have a degree of control and understanding of those controls.  Controls will include the checking of routine financial procedures; the examination of financial comparisons; the recording of assets and liabilities; the identification of risk and to evaluate the likelihood of those risks being realised and the impact should they be realised, and to manage them efficiently, effectively and economically.

2. Internal audit procedure

 a. Councillors

Two Councillors will fulfil an internal audit procedure as directed in the internal audit form at least 6-monthly.  The same two councillors will not perform the audit on more than one occasion within twelve months.  The internal audit procedure checks:

• Previous Internal Audit Report
• Proper bookkeeping
• Standing Orders and Financial Regulations
• Risk Management Arrangements
• Budgetary Controls
• Income Controls
• Payroll Controls
• Assets Controls
• Bank Reconciliation

b. Internal Auditor

The Council will appoint an Independent Internal Auditor who will report to the Council on the adequacy of its:

• Records
• Procedures
• Systems
• Internal control
• Regulations
• Risk Management
• Reviews

The effectiveness of the internal audit is reviewed annually, and the Council agrees to the appointment of the Internal Auditor. The Internal Auditor, who is competent and independent, is advised of the scope of the work required by the Council.

The scope of the work (and the charge) of the IA is reviewed annually and the review and the appointment is minuted.

The IA will inspect the accounts at the yearend (prior to completion of the Annual Return pages 2 and 3) and will complete page 5 of the Annual Return

The IA will write a separate report to the Council (a copy of which is sent to the Chairman) detailing any findings they might have.

The report of the IA is copied to all members of the Council and considered as an agenda item at the next meeting.  Recommendations from the report will be recorded in the minutes.

3. Review of effectiveness

The Council has responsibility for conducting an annual review of the effectiveness of the system of internal control. The review of the effectiveness of the system of internal control is informed by the work and any issues identified by:

• Full Council – identification of new activities
• Clerk to the Council / Responsible Financial Officer who has responsibility for the development and maintenance of the internal control environment and managing risks – risks identified
• Internal Auditor who reviews the Council’s system of internal control. The auditor will make a written report to the Council (in addition to Section 4 Report in the Annual Return.) – action arising from reports

The Council’s External Auditors, who make the final check using the Annual Return, a form completed and signed by the Responsible Financial Officer, the Chairman and the Internal Auditor. The External Auditor issues an annual audit certificate – action arising from Audit Report.

Blisland Parish Council regards the promotion of health, safety and welfare as an essential objective.  It therefore recognises and accepts the requirement for providing, so far as is reasonably practicable, a safe and healthy workplace and a safe working environment for employees and further accepts its responsibility for the health and safety of other people who may be affected by the Council’s activities.

The Council will do everything reasonable in its power to comply with both the spirit and the letter of legal duties imposed on it, both civil and criminal, and will endeavour as far as practicable to be an example of good practice.

The Council undertakes to:

• Provide a safe and healthy working environment including safe systems of work;
• Provide a health and safety organisation to effectively manage and monitor the safety arrangements;
• Increase the awareness of all employees to the responsibility for the health and safety of themselves and others;
• Ensure a systematic approach to risk assessment and control;
• Ensure that adequate resources, including the provision of competent personnel, are available to implement this policy;
• Provide and maintain plant, equipment, tools and safely manage the circumstances in which they are used to meet appropriate statutory requirements;
• Ensure safe handling, storage and use of chemicals and substances hazardous to health;
• Ensure the provision of such information, instruction and training as is necessary;
• Ensure that all staff are aware of their responsibilities and that they cooperate to achieve these aims; and
• Report and investigate all accidents and near misses to actively prevent accidents and cases of work related ill-health.

Blisland Parish Council recognises that no safety policy can be successful without the active participation of employees.  It will therefore make and maintain suitable arrangements for consultation on matters of health, safety and welfare.

The allocation of responsibilities for health and safety matters and the particular arrangements which will be used to implement the policy are set out in the Council’s Risk Assessments.

This policy will be kept up to date, taking into account any change in the nature of the business, the introduction of new working methods, practices and statutory instruments.  To this end, the policy and management systems will be reviewed annually.

This policy was adopted by Blisland Parish Council in May 2019.

Blisland Parish Council recognises its responsibility to comply with the General Data Protection Regulations (GDPR) 2018 which regulates the use of personal data.

Introduction

In order to conduct its business, services and duties, Blisland Parish Council processes a wide range of data, relating to its own operations and some which it handles on behalf of partners. In broad terms, this data can be classified as:

• Data shared in the public arena about the services it offers, its mode of operations and other information it is required to make available to the public.
• Confidential information and data not yet in the public arena such as ideas or policies that are being worked up.
• Confidential information about other organisations because of commercial sensitivity.
• Personal data concerning its current, past and potential employees, Councillors, and volunteers.
• Personal data concerning individuals who contact it for information, to access its services or facilities or to make a complaint.

Blisland Parish Council will adopt procedures and manage responsibly, all data which it handles and will respect the confidentiality of both its own data and that belonging to partner organisations it works with and members of the public. In some cases, it will have contractual obligations towards confidential data, but in addition will have specific legal responsibilities for personal and sensitive information under data protection legislation.

This Policy is linked to our Information Security Policy which will ensure information considerations are central to the ethos of the organisation.

The Parish Council will periodically review and revise this policy in the light of experience, comments from data subjects and guidance from the Information Commissioners Office.

The Council will be as transparent as possible about its operations and will work closely with public, community and voluntary organisations. Therefore, in the case of all information which is not personal or confidential, it will be prepared to make it available to partners and members of the Parish’s communities. Details of information which is routinely available is contained in the Council’s Publication Scheme which is based on the statutory model publication scheme for local councils.

Protecting Confidential or Sensitive Information

Blisland Parish Council recognises it must at times, keep and process sensitive and personal information about both employees and the public, it has therefore adopted this policy not only to meet its legal obligations but to ensure high standards.

The General Data Protection Regulation (GDPR) which become law on 25^th May 2018 and will like the the Data Protection Act 1998 before them, seek to strike a balance between the rights of individuals and the sometimes, competing interests of those such as the Parish Council with legitimate reasons for using personal information.

The policy is based on the premise that Personal Data must be:

• Processed fairly, lawfully and in a transparent manner in relation to the data subject.
• Collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes.
• Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
• Accurate and, where necessary, kept up to date.
• Kept in a form that permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed.

Processed in a manner that ensures appropriate security of the personal data including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

Data Protection Terminology

Data subject – means the person whose personal data is being processed. That may be an employee, prospective employee, associate or prospective associate of BTC or someone transacting with it in some way, or an employee, Member or volunteer with one of our clients, or persons transacting or contracting with one of our clients when we process data for them.

Personal data – means any information relating to a natural person or data subject that can be used directly or indirectly to identify the person.
It can be anything from a name, a photo, and an address, date of birth, an email address, bank details, and posts on social networking sites or a computer IP address.

Sensitive personal data – includes information about racial or ethnic origin, political opinions, and religious or other beliefs, trade union membership, medical information, sexual orientation, genetic and biometric data or information related to offences or alleged offences where it is used to uniquely identify an individual.

Data controller – means a person who (either alone or jointly or in common with other persons) (e.g. Parish Council, employer, council) determines the purposes for which and the manner in which any personal data is to be processed.

Data processor – in relation to personal data, means any person (other than an employee of the data controller) who processes the data on behalf of the data controller.

Processing information or data – means obtaining, recording or holding the information or data or carrying out any operation or set of operations on the information or data, including:

• organising, adapting or altering it
• retrieving, consulting or using the information or data
• disclosing the information or data by transmission, dissemination or otherwise making it available
• aligning, combining, blocking, erasing or destroying the information or data. regardless of the Technology used.

Blisland Parish Council processes personal data in order to:

• fulfil its duties as an employer by complying with the terms of contracts of employment, safeguarding the employee and maintaining information required by law.
• pursue the legitimate interests of its business and its duties as a public body, by fulfilling contractual terms with other organisations, and maintaining information required by law.
• monitor its activities including the equality and diversity of its activities
• fulfil its duties in operating the business premises including security
• assist regulatory and law enforcement agencies
• process information including the recording and updating details about its Councillors, employees, partners and volunteers.
• process information including the recording and updating details about individuals who contact it for information, or to access a service, or make a complaint.
• undertake surveys, censuses and questionnaires to fulfil the objectives and purposes of the Council.
• undertake research, audit and quality improvement work to fulfil its objects and purposes.
• carry out Council administration.

Where appropriate and governed by necessary safeguards we will carry out the above processing jointly with other appropriate bodies from time to time.

The Council will ensure that at least one of the following conditions is met for personal information to be considered fairly processed:

• The individual has consented to the processing
• Processing is necessary for the performance of a contract or agreement with the individual
• Processing is required under a legal obligation
• Processing is necessary to protect the vital interests of the individual
• Processing is necessary to carry out public functions
• Processing is necessary in order to pursue the legitimate interests of the data controller or third parties.

Particular attention is paid to the processing of any sensitive personal information and the Parish Council will ensure that at least one of the following conditions is met:

• Explicit consent of the individual
• Required by law to process the data for employment purposes
• A requirement in order to protect the vital interests of the individual or another person

Who is responsible for protecting a person’s personal data?

The Parish Council as a corporate body has ultimate responsibility for ensuring compliance with the Data Protection legislation. The Council has delegated this responsibility day to day to the Parish Clerk.

• Email: clerk@blislandparishcouncil.co.uk
• Phone: 07540 380531
• Correspondence: The Parish Clerk, Treglenes, Limehead, St. Breward, Cornwall. PL30 4LU