PETERSFIELD TOWN COUNCIL
PRIVACY NOTICE

1. Introduction

Petersfield Town Council (“the Council”) is committed to protecting your privacy and processing personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable legislation.

This Privacy Notice explains how the Council collects, uses, stores and protects personal information when you:

  • Visit our website;
  • Contact the Council;
  • Submit enquiries, comments or complaints;
  • Participate in consultations, surveys or community engagement activities;
  • Book Council facilities, including tennis courts and other recreational facilities;
  • Make payments for Council services; or
  • Otherwise engage with Council services and activities.

Petersfield Town Council is committed to maintaining high standards of information governance. Further information about how the Council manages and protects personal information can be found in the Council’s Information and Data Protection Policy, available on the Council’s website at 2026 Information & Data Protection Policy.

2. Who We Are

Petersfield Town Council is the Data Controller for the personal information collected through its website and services.

Petersfield Town Council The Town Hall Heath Road Petersfield Hampshire GU31 4EA

Telephone: 01730 264182

Email: deputyclerk@petersfield-tc.gov.uk or clerk@petersfield-tc.gov.uk 2

For data protection enquiries, please contact the Deputy Clerk or Town Clerk using the details above.

3. What Information We Collect

Depending on how you interact with the Council, we may collect the following information:

  • Name and title;
  • Postal address;
  • Email address;
  • Telephone number;
  • Information provided through online forms;
  • Booking and reservation details;
  • Payment and transaction records;
  • Correspondence and communications with the Council.

We only collect information that is necessary for the purpose for which it is processed.

4. How We Use Your Information

The Council may use your information to:

  • Respond to enquiries, requests and correspondence;
  • Deliver Council services and activities;
  • Manage bookings for Council facilities and events;
  • Process payments and maintain financial records;
  • Conduct consultations and community engagement activities;
  • Maintain records required by law;
  • Improve Council services;
  • Send service-related communications;
  • Provide information about Council services, events and consultations where we have an appropriate lawful basis to do so.

5. Lawful Basis for Processing

The Council processes personal information under one or more of the lawful bases set out in Article 6 UK GDPR, including:

Public Task

Processing necessary for the performance of tasks carried out in the public interest or in the exercise of official authority vested in the Council.

Legal Obligation

Processing necessary to comply with legal and regulatory obligations.

Contract 3

Processing necessary to fulfil a booking, payment, service request or other agreement with an individual.

Consent

Processing based on your consent, for example where you choose to subscribe to updates or communications.

Legitimate Interests

Processing necessary for the Council’s legitimate interests where these do not override your rights and freedoms.

6. Sharing Information

The Council may share personal information where necessary with:

  • IT service providers and website hosting providers;
  • Online booking system providers;
  • Payment processing providers;
  • Professional advisers, auditors and insurers;
  • Regulatory bodies and government agencies;
  • Law enforcement agencies where required by law.

The Council does not sell personal information to third parties.

Any organisation processing information on behalf of the Council is required to comply with data protection legislation and maintain appropriate security measures.

7. Online Payments and Bookings

Where bookings and payments are made through the Council’s website, information will be processed to administer the booking and complete the transaction.

Payments are processed through secure third-party payment providers. Petersfield Town Council does not store full payment card details on its systems.

Users should also refer to the privacy notices of any third-party booking or payment providers used by the Council.

8. Security of Information

The Council takes appropriate technical and organisational measures to protect personal information against unauthorised access, disclosure, alteration, loss or destruction.

While every effort is made to protect information transmitted through the website, no method of electronic transmission can be guaranteed to be completely secure.

9. How Long We Keep Information

Personal information is retained only for as long as necessary to fulfil the purposes for which it was collected and to comply with legal, financial and operational requirements.

Retention periods are determined in accordance with the Council’s Retention and Disposal Policy and relevant legislation. 4

10. Your Rights

Under UK GDPR you have the right to:

  • Request access to your personal information;
  • Request correction of inaccurate or incomplete information;
  • Request erasure of personal information in certain circumstances;
  • Request restriction of processing;
  • Object to processing in certain circumstances;
  • Request transfer of your information where applicable;
  • Withdraw consent where consent is relied upon as the lawful basis for processing.

Requests should be submitted to the Deputy Clerk or Town Clerk using the contact details provided in this notice.

11. Complaints

If you are dissatisfied with how the Council has handled your personal information, you should contact the Council in the first instance.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF

Telephone: 0303 123 1113

Website: www.ico.org.uk

12. External Links

The Council’s website may contain links to external websites.

The Council is not responsible for the content, privacy practices or security of external websites and encourages users to review the privacy notices of those websites before providing personal information.

13. Changes to This Privacy Notice

The Council may update this Privacy Notice from time to time to reflect changes in legislation, guidance or Council practices.

Any updates will be published on this page and will take effect from the date of publication.