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Privacy Policy

Who we are

We are Kippen Community Council. We are an independent voluntary organisation set up by statute and governed by a Scheme of Establishment administered by Stirling Council. We are registered with the Information Commissioners Office (ICO) in the UK. Our registration number is ZA549038. We are committed to respecting your privacy. We are a Data Controller in respect of any personal information we gather about you in relation to our duties as a Community Council.

More information on community councils can be found here

What personal data we collect and why we collect it

We collect only the minimum amount of personal information we require to fulfil our duties as a community council, to make it easy for us to help you with any queries and to develop and improve our website. In general, this will be names, addresses, telephone numbers and emails.

Minutes

Minutes of a Community Council meeting are considered a public record. We produce minutes for all of our scheduled meetings and, once they have been approved, we publish them on our website and on the notice board in the village. We also send a copy to Stirling Council’s Community Engagement Team, who in turn publish them on Stirling Council’s website.

We will only publish your personal data within our minutes if you consent to us doing so.

An exception to this is where your personal data has already been published in relation to a planning application by the planning service. In this instance, we may include your details within our minutes if your planning application has been discussed at our meeting.

Contact Forms

When you contact us using the form on our website, we collect your name and your email address. This allows us to contact you to keep you up to date with your query and to personalise the response to you. We store the information on the form on our servers located in the EEA.

Our legal basis for processing any personal data is that we have a legitimate interest in gathering the views of people within the community in order to fulfil our purpose as a community council.

Surveys

We sometimes run surveys to gather opinions of local residents. When we run a survey we will usually ask you for non-personal information. We will also ask you for an email address so that we can send you a confirmation that we have received your response. We also collect your IP address.

Our legal basis for processing any personal data is that we have a legitimate interest in gathering the views of people within the community in order to fulfil our purpose as a community council.

Comments

When you leave comments on the site we collect the data shown in the comments form, along with your IP address and browser user agent string to help spam detection.

An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here:

https://automattic.com/privacy/.

After approval of your comment, your profile picture is visible to the public in the context of your comment.

Our legal basis for processing any personal data is that we have a legitimate interest in gathering the views of people within the community in order to fulfil our purpose as a community council or to improve our website.

Newsletters

You can sign up to our news subscription service using a form on our website. This will subscribe you to a mailing list on the mailchimp service. We will then send information periodically to the email address you used to subscribe.

When we send you a newsletter, we also gather statistics around email opening and clicks to help us monitor and improve our newsletters. You can find out more about this in mailchimp’s privacy notice at https://mailchimp.com/legal/privacy/.

Our legal basis for processing your personal data is that you consent to provide us with your information so that we can send you information that relates to your subscription and preferences.

Community Information Pages

We provide a facility for local organisations to list their contact details. We will only publish these details with the consent of the individuals concerned. We will keep these details until asked to remove them or if we feel that they are obsolete or incorrect. We publish these details in good faith and can take no responsibility for the accuracy of the information supplied to us.

Our legal basis for processing any personal data is that you consent to us processing your data in order to promote services within the wider community.

Cookies

We use cookies (small text files that we place on your device) to help provide you with a good experience when using our website.

You can read more about what cookies we use in our Cookie Policy

Embedded content from other websites

Articles on this site may, from time to time, include embedded content (e.g. videos, images, articles, etc.) from other websites (e.g. Facebook, Twitter etc.). Embedded content on our website behaves in exactly the same way as if you had visited the other website itself.

These other websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Some of these sites may transfer your data outside the EEA.

You should check the privacy policies of these other websites to see how they handle your personal data.

Analytics

Our website uses Google Analytics, a web analytics service provided by Google Inc. (“Google”).  Google Analytics also uses cookies. The information generated by the cookie about your use of this website is usually transmitted to and stored by Google on servers outside the European Union/EEA. Google will use this information to evaluate your use of our website, to compile reports on website activity and to provide other services related to website activity and internet usage to us. The IP address provided as part of Google Analytics will not be merged with other Google data.

You can prevent the storage of cookies by disabling them in your browser. You can find out how to do this by visiting http://www.allaboutcookies.org

Please note that if you disable cookies, some of the functionality on our website may not be available to you or may not work as expected.

In addition, you may prevent the collection of analytics data by Google by downloading an add-on for your browser by visiting  https://tools.google.com/dlpage/gaoptout?hl=en-GB

Once you install the add-on, an opt-out cookie will be set which prevents the future collection of your data when visiting our website.

For more information about Google’s Terms of Use and Privacy, please visit https://www.google.com/analytics/learn/privacy.html

Our legal basis for processing any personal data is that we have a legitimate interest in understanding how people are using our website, so that we can improve it over time.

reCAPTCHA

Our website uses Google reCAPTCHA, a service provided by Google that helps protect our website from spam by using analysis techniques that can identify if a user is human rather than a machine.

Your entry in the reCAPTCHA field will be sent to Google in the USA and processed by Google for this purpose. The reCAPTCHA application will also send your IP address and other data to Google to enable it to provide the reCAPTCHA service. By using reCAPTCHA, you agree to Google processing your data for this purpose. The IP address provided as part of Google reCAPTCHA will not be merged with other Google data.

For more information about Google’s Terms of use and Privacy for reCAPTCHA, please visit https://www.google.com/about/company/user-consent-policy.html

Our legal basis for processing any personal data is that we have a legitimate interest in protecting our website from malicious use.

Who we share your data with

We may share your data with other elected community councillors to discuss an appropriate response.

We may also share your data with other organisations that may be better equipped to deal with your query, such as Stirling Council. We will only do this with your consent.

We share your IP address with Google for analytics and reCAPTCHA purposes.

Visitor comments may be checked through an automated spam detection service.

Our website is hosted by a European company and all data is stored within the EEA.

If you subscribe to our email news, we use the mailchimp service to send you periodic newsletters and this means that some of your personal data – your name and your email address – is transferred to servers in the USA.

The mailchimp service is covered by both the EU-US and Swiss-US Privacy Shield regimes and is used by many EU and worldwide businesses. As such, in our opinion, it poses a minimal threat to your privacy rights and freedoms.

Mailchimp also includes a Data Processor Agreement addendum in its terms and conditions, which we have signed up to in order to bring you the service. The addendum specifically covers customers located in the EU.

You can read more about Mailchimp’s privacy measures at:

https://blog.mailchimp.com/gdpr-tools-from-mailchimp/

In addition, we may disclose your personal data to third parties if we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation or request.

How long we retain your data

If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Minutes are a public record and will be archived accordingly.

We keep any information you have submitted by way of surveys for one year after which it is deleted.

We keep any information you have submitted via a contact form for one year although we may retain it for longer if there is a business requirement for us to do so.

We keep your newsletter subscription data for as long as you subscribe to our service. Every email we send you contains a link that allows you to unsubscribe. If you unsubscribe then your data is deleted immediately.

We keep Google Analytics data for 24 months.

Security Measures

Our hosting company takes security seriously and uses a range of technologies and tools to protect customer data.

Information is regularly backed up. It is encrypted so that only we, and not the hosting company, can see it.

We use digital certificates to encrypt the data between your device and the website. The certificate also identifies us as Kippen Community Council via our domain kippencc.org.uk. You can check this by clicking on the padlock icon in the address bar of your browser.

Within the Community Council we have processes to protect your information and to ensure that individual councillors understand their responsibilities. As community councillors, we are also bound by a Code of Conduct which we sign up to when taking office.

Disclaimer

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your personal data in transit; any transmission is at your own risk. Once we have received your personal data, we will use strict procedures and security features as outlined above to try to prevent unauthorised access to your personal data.

Your rights

You can seek to restrict our processing of your personal data or object to us processing your personal data at any time by contacting us via email at kippencommunitycouncil@gmail.com or by writing to us at c/o Reading Rooms, Castle Hill, Kippen FK8 3DN.

You have the right to lodge a complaint with the Information Commissioners Office (ICO) if you think that we have infringed your rights. You can find more information about reporting a matter to the ICO at the following link: https://ico.org.uk/

If you have left comments on the site, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us, by contacting us via email at kippencommunitycouncil@gmail.com or by writing to us at c/o Reading Rooms, Castle Hill, Kippen FK8 3DN .

You have the right to access personal data held by us about you. If you wish to view, correct or update any information we hold about you please get in touch by email to kippencommunitycouncil@gmail.com or write to us at c/o Reading Rooms, Castle Hill, Kippen FK8 3DN

In certain circumstances you have the right to ask us to delete all the information we hold about you. You can do so by contacting us via email at kippencommunitycouncil@gmail.com or by writing to us at c/o Reading Rooms, Castle Hill, Kippen FK8 3DN. Please note that we may be obliged to retain some information about you to allow us to fulfil our legal obligations. 

Please note that when you exercise your rights we are obliged by law to verify your identity using reasonable means.  To do this, we may ask you to supply corroborating information before we can carry out any request you make.

Changes To This Privacy Notice

Any changes we may make to our privacy notice in the future will be posted on our website and, where appropriate, notified to you when you next visit. The new terms may be displayed on-screen and you may be required to read and accept them to continue your use of the service.

Contact

Questions, comments and requests regarding this privacy notice are welcomed and should be addressed by email to kippencommunitycouncil@gmail.com or by writing to us at c/o Reading Rooms, Castle Hill, Kippen FK8 3DN   

Version 1.3

Last Updated 26/09/2019