1. Introduction

Kents Hill & Monkston Parish Council (‘the Council’) is committed to protecting and respecting your privacy. This notice explains when and why we collect personal information, how we use it, the conditions under which we may disclose it to others, and how we keep it secure.
The Council processes personal data in accordance with:

  • The UK General Data Protection Regulation (UK GDPR).
  • The Data Protection Act 2018.
  • Other relevant UK legislation.

For the purposes of the UK GDPR, the Council is the ‘data controller’.

2. What is Personal Data?

‘Personal data’ means any information relating to an identifiable natural person. Examples include names, addresses, telephone numbers, and email addresses.
‘Special category data’ includes information about race, ethnic origin, politics, religion, health, or sexual orientation, and requires additional protections.

 

3. Who We Are and How to Contact Us

Data Controller:

Kents Hill & Monkston Parish Council
PO Box 6293, Milton Keynes MK10 1ZG
Email: clerk@khm-pc.gov.uk

If you have any queries, please contact the Clerk.

 

4. What Personal Data We Collect

We may collect and process:

  • Names, titles, aliases.
  • Contact details (address, telephone, email).
  • Demographic data (gender, age, marital status, nationality).
  • Employment or education history (where relevant).
  • Financial information (for transactions).
  • Special category data (only when necessary and lawful).
  • Website usage information (IP addresses, cookies).
  • Audio and visual data (e.g. voice and image) of councillors, officers, contractors/advisers/partners, press, and members of the public attending council meetings.
  • Any information disclosed verbally during meetings which may identify an individual (e.g. names, addresses, personal circumstances) where captured on recordings.

5. How We Use Your Personal Data

We use your personal data to:

  • Deliver and manage Council services and facilities (e.g. allotments, community events).
  • Manage tenancy and licensing agreements.
  • Administer financial transactions.
  • Respond to correspondence and public enquiries.
  • Support equality monitoring.
  • Maintain statutory records and accounts.
  • Improve our website and services (analytical data).
  • To record and/or publish council and committee meetings to support good governance, transparency, and compliance with legal obligations under The Openness of Local Government Bodies Regulations 2014. Recordings may be published on the Council’s website and/or social media channels or made available upon request, except where exempt or confidential information is discussed.
  • To support minute-taking, maintain accurate records of proceedings, and manage any complaints or access to information requests relating to council meetings.

We only process your data when there is a lawful basis to do so under the UK GDPR. The Council processes personal data under the following lawful bases:

  • Article 6(1)(a) – processing is based on consent.
  • Article 6(1)(b) – processing is necessary for the performance of a contract.
  • Article 6(1)(c) – processing is necessary to comply with a legal obligation.
  • Article 6(1)(e) – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority.

6. Special Category Data

We process special category data only where:

  • You have given explicit consent.
  • It is necessary for legal obligations in employment.
  • It is necessary for substantial public interest.
  • You have made the information public.

7. Sharing Your Personal Data

We may share your information with:

  • Local authorities.
  • Community groups we work with.
  • Contractors, suppliers, and service providers (under contract).
  • Law enforcement agencies (where legally required).

All third-party processors must comply with Article 28 UK GDPR and enter into a written agreement with the Council.

We will never sell your data or pass it to third parties for marketing purposes.

Recordings of meetings may be made available publicly through the Council’s website, social media platforms, or in response to information access requests where lawful. Where recordings are shared externally, this will be done in accordance with data protection law.

8. International Data Transfers

Where personal data is transferred outside the UK or EEA, we ensure that adequate safeguards are in place, such as:

  • UK International Data Transfer Agreements (IDTAs).
  • Standard Contractual Clauses (SCCs).

9. How Long We Keep Your Personal Data

We retain your personal data according to our Data Retention and Disposal Policy/Schedule.

After the retention period, data will be securely destroyed or anonymised.

10. Your Rights

You have the right to:

  • Access your personal data.
  • Rectify inaccurate data.
  • Request erasure (‘right to be forgotten’).
  • Restrict or object to processing.
  • Data portability (where applicable).
  • Withdraw consent at any time.
  • Lodge a complaint with the Information Commissioner’s Office (ICO).

Please contact the Clerk to exercise your rights. We may need to verify your identity.

11. Cookies and Website Privacy

Our website uses cookies to enhance your experience and to help us improve the site. Cookies are small text files placed on your computer or device by websites you visit.

What Cookies We Use
We may use the following types of cookies:

  • Strictly necessary cookies: Essential for the operation of the website (e.g. security, accessibility).
  • Analytical or performance cookies: Allow us to recognise and count the number of visitors and see how visitors move around the site (e.g. Google Analytics).
  • Functionality cookies: Used to recognise you when you return to our website and personalise content for you.

Our Cookie List

A table listing four cookies with their names, purposes, and types; three are for Google Analytics and analytical use, and one, PHPSESSID, is strictly necessary for preserving user session state.

Managing Your Cookie Preferences

When you first visit our website, you will be asked to consent to the use of non-essential cookies.

You can update your preferences at any time by adjusting your browser settings to refuse or delete cookies.

Blocking all cookies may affect the functionality and usability of our website.

12. Changes to This Privacy Notice

We keep this Privacy Notice under regular review and at least annually. Updates will be posted on our website and available on request. This notice was last updated in November 2025 to include information about the Council’s recording and publication of meetings in accordance with The Openness of Local Government Bodies Regulations 2014.

13. Contact Details

For any queries or to exercise your rights, contact:

The Clerk, Kents Hill & Monkston Parish Council
Email: clerk@khm-pc.gov.uk
Post: PO Box 6293, Milton Keynes MK10 1ZG

If you are dissatisfied, you have the right to make a complaint to:

Information Commissioner’s Office (ICO) – Website: www.ico.org.uk

14. Version Control

 A table listing two document versions, approval dates (13.05.25 and 11.11.25), changes made, approval by Full Council, and minute references FC 111/25 and FC 137/25.