Capel Parish Council | Last reviewed: 03/11/26 | Next review: 31/05/27

  1. Who we are

Capel Parish Council (“the Council”, “we”, “us”, "CPC") is the data controller for personal data collected through this website. We are responsible for deciding how and why your personal data is used. This notice explains what we collect, why, and your rights under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Contact: The Clerk, 55A The Street, Capel, Surrey, RH5 5LD, clerk@capel-pc.gov.uk, 01306-712447. [The Council is registered with the Information Commissioner’s Office (ICO).]

  1. Our website provider (e-voice)

This website is hosted on the Voice (e-voice) platform, supplied by Voice Online Communities CIC. Voice acts on our behalf to host the site and provide technical support, and it keeps its own privacy policy at https://e-voice.org.uk/privacy/ covering how it handles data on its platform, such as visitor registration, technical and usage information (for example IP address, browser type and operating system) and anonymised statistics. Where Voice acts as an independent controller for its own purposes, it is responsible for that processing. Voice has said it does not sell personal data. We recommend you read its policy as well as this one.

  1. What personal data we collect and why
  • Enquiry and contact forms and emails: your name, email address, telephone number and the content of your message. We use these to respond to you and keep a record of council business. Lawful basis: public task / legal obligation (and legitimate interests where relevant).
  • Other forms (for example event, booking, volunteer, allotment, hall hire or reporting forms): the details you give us, such as name, address and contact details. We use these to deliver the service you ask for. Lawful basis: public task, contract, or consent, depending on the form.
  • Newsletters and email updates: your name and email address. We use these only to send the updates you have requested. Lawful basis: consent. You can withdraw consent at any time (see section 4).
  • Photographs and video: images of people at Council events or meetings may be published on the website or social media. Lawful basis: consent for identifiable photographs of individuals (and parental consent for under-18s), or legitimate interests for general crowd scenes at public events, where we will tell people in advance. Meetings of the Council are open to the public and may be recorded or filmed only in line with our meeting policies. [Edit to reflect your practice.]
  • Technical information: limited information such as pages visited and device type, collected through cookies and similar technologies (see section 6). This is generally not used to identify you.

We do not use your data for automated decision-making or profiling, and we do not sell your data.

  1. Newsletters: your choices

You can unsubscribe at any time using the link in any email, or by contacting the Clerk. We will then stop sending you updates and remove you from the mailing list, keeping only a record needed to honour your request. We will not pass your email address to third parties for their marketing.

  1. Photographs

Where we plan to take photographs or film at an event, we will tell attendees beforehand and give people the chance to opt out. If you are, or your child is, pictured on this website and you would like the image removed, contact the Clerk and we will remove it promptly. We will not publish names alongside photographs of children. We do not publish photographs of individuals under 18 without parental or guardian consent.

  1. Cookies

Cookies are small files placed on your device when you visit a website. Under PECR we must tell you about the cookies we use and, apart from strictly necessary cookies, obtain your consent before setting them.

  • Strictly necessary cookies: needed for the site to work (for example, security and session management, and remembering your cookie choice). These do not need consent.
  • Analytics cookies: [we do / do not] use analytics to count visits and see which pages are used. These are only set if you accept them. [Confirm with the website provider.]
  • Third-party cookies: embedded content such as maps, videos or social media feeds may set their own cookies. [List any used, or state none.]

You can change or withdraw your cookie choices at any time using [the cookie settings link / your browser settings]. Blocking some cookies may affect how the site works. For more information see www.aboutcookies.org or the ICO guidance on cookies.

  1. Who we share your data with

We share personal data only where there is a lawful reason, with: our website provider (Voice Online Communities CIC) so the site can be run and supported; [our newsletter or email service provider, name]; the Parish Clerk, Councillors and officers where needed to deal with your request; other public bodies, our professional advisers or law enforcement where we are legally required or permitted. Where data is processed by suppliers on our behalf, we require them to protect it in line with data protection law. We aim to keep data within the UK or European Economic Area; if it is transferred elsewhere we will ensure appropriate safeguards are in place.

  1. How long we keep your data
  • Enquiries and correspondence: [for example, 12 months after the matter is closed, unless a longer period is needed for Council records].
  • Newsletter subscriptions: until you unsubscribe.
  • Photographs: [for example, while relevant, reviewed every [x] years], or until you ask us to remove them.
  • Other forms: as long as needed to provide the service and meet legal and audit requirements, in line with the Council’s retention schedule.
  1. Security

We take appropriate technical and organisational steps to protect personal data from loss, misuse and unauthorised access, including limited access for Councillors and staff and the security measures of our website provider. Please do not send sensitive personal information through website forms or by ordinary email.

  1. Your rights

Under data protection law you have the right to: be informed about how your data is used; access your data (a subject access request); have inaccurate data corrected; have data erased in certain circumstances; restrict or object to our processing; data portability where it applies; and withdraw consent at any time where we rely on consent (this does not affect processing already carried out). We will normally respond within one month. There is no charge for most requests.

To exercise your rights, contact the Clerk using the details in section 1.

  1. Complaints

If you are unhappy with how we have handled your data, please contact the Clerk first. You also have the right to complain to the Information Commissioner’s Office: www.ico.org.uk, telephone 0303 123 1113.

  1. Changes to this notice

We review this notice regularly and will publish any updates on this page with a new review date.