Privacy policy

1. Introduction
2. Credit
3. How we use your personal data
4. Providing your personal data to others
5. International transfers of your personal data
6. Retaining and deleting your personal data
7. Amendments
8. Your rights
9. About cookies
10. Cookies that we use
11. Managing cookies
12. Our details

1. Introduction

  • 1.1 We are committed to safeguarding the privacy of our website visitors; in this policy we explain how we will handle your personal data.
  • 1.2 We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website.
  • 1.3 The term ‘Tilehurst Neighbourhood Plan’, or ‘us’ or ‘we’ refers to the owner of this website. The term ‘you’ refers to the user or viewer of our website.

2. Credit

  • 2.1 This document was created using a template from SEQ Legal (http://www.seqlegal.com).

3. How we use your personal data

  • 3.1 In this Section 3 we have set out:
    • (a) the general categories of personal data that we may process;
    • (b) in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;
    • (c) the purposes for which we may process personal data; and
    • (d) the legal bases of the processing.
  • 3.2 We may process data about your use of our website (“usage data”). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is Google Analytics. This usage data may be processed for the purposes of analysing the use of the website. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website.
  • 3.3 We may process information that you post for publication on our website (“publication data”). The publication data may be processed for the purposes of enabling such publication and administering our website. The legal basis for this processing is your consent to any applicable terms and conditions associated with the submission and our legitimate interests, namely the proper administration of our website.
  • 3.4 We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data”). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is your consent to receive such information by signing up to our list via Mailchimp.
  • 3.5 We may process information contained in or relating to any communication that you send to us (“correspondence data”). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website.
  • 3.6 In addition to the specific purposes for which we may process your personal data set out in this Section 3, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

4. Providing your personal data to others

  • 4.1 We may disclose your personal data to any member of our Steering Group insofar as reasonably necessary for the purposes set out in this policy.
  • 4.2 In addition to the specific disclosures of personal data set out in this Section 4, we may also disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

5. International transfers of your personal data

  • 5.1 In this Section 5, we provide information about the circumstances in which your personal data may be transferred to countries outside the European Economic Area (EEA).
  • 5.2 The hosting facilities for our website are currently situated within the EEA. Should it become necessary to host our website outside the EEA, we will use a country that is subject to an “adequacy decision” by the EU Commission. Transfers to any such country will be protected by appropriate safeguards, namely the use of standard data protection clauses adopted or approved by the European Commission. If we host our website in the United States, we will only use companies that are certified to receive data under the EU-US Privacy Shield.
  • 5.3 Some of our providers are currently situated in the United States (eg Mailchimp and Google). We will only use companies that are certified to receive data under the EU-US Privacy Shield.
  • 5.4 You acknowledge that personal data that you submit for publication through our website may be available, via the internet, around the world. We cannot prevent the use (or misuse) of such personal data by others.

6. Retaining and deleting personal data

  • 6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.
  • 6.2 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
  • 6.3 We will retain and delete your personal data as follows: Names, email addresses, and/or personal data contained in surveys and/or correspondence submitted through our website will be retained until the Neighbourhood Plan is complete, at the end of which period it will be deleted from our systems.
  • 6.4 Notwithstanding the other provisions of this Section 6, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

7. Amendments

  • 7.1 We may update this policy from time to time by publishing a new version on our website.
  • 7.2 You should check this page from time to time to ensure you are happy with any changes to this policy.

8. Your rights

  • 8.1 You may instruct us to provide you with any personal information we hold about you; provision of such information will be subject to:
    • (a) the payment of a fee (currently fixed at GBP 10); and
    • (b) the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).
  • 8.2 We may withhold personal information that you request to the extent permitted by law.
  • 8.3 We will comply with any other reasonable requests relating to your rights under data protection law. Some of the rights are complex, and you should read the relevant laws and guidance from the regulatory authorities for a full explanation of such rights.


9. About cookies

  • 9.1 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
  • 9.2 Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
  • 9.3 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
  • 10. Cookies that we use

    • 10.1 We use cookies for the following purposes:
    • a) Strictly Necessary Cookies

      These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms.

      You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

      • Cookies used:
        PHPSESSID
    • b) Performance Cookies
      These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site.

      All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

      • Cookies used:
        _gat
        _ga
        _gid
    • c) Functional Cookies
      These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages.

      If you do not allow these cookies then some or all of these services may not function properly.

      • Cookies used:
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        __atuvs
    • d) Targeting Cookies
      These cookies may be set through our site by third party providers. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites.

      They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

      • Providers Cookies:
        youtube.com SID
        HSID
        demographics
        VISITOR_INFO1_LIVE
        PREF
        APISID
        SSID
        LOGIN_INFO
        YSC
        SAPISID
        addthis.com loc
        xtc
        um
        bt2
        mus
        uid
        uvc
        di2
        vc
        google.com APISID
        SSID
        NID
        PREF
        SID
        SAPISID
        HSID
        doubleclick.net id

    11. Managing cookies

    • 11.1 Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via these links:
      • (a) https://support.google.com/chrome/answer/95647 (Chrome)
      • (b) https://support.mozilla.org/en-US/kb/enable-and-disable-cookies-website-preferences (Firefox)
      • (c) http://www.opera.com/help/tutorials/security/cookies (Opera)
      • (d) https://support.microsoft.com/en-gb/help/17442/windows-internet-explorer-delete-manage-cookies (Internet Explorer)
      • (e) https://support.apple.com/kb/PH21411 (Safari)
      • (f) https://privacy.microsoft.com/en-us/windows-10-microsoft-edge-and-privacy (Edge)
    • 11.2 Blocking all cookies will have a negative impact upon the usability of many websites.
    • 11.3 If you block cookies, you will not be able to use all the features on our website.

    12. Our details

    • 12.1 This website is owned and operated by Tilehurst Neighbourhood Plan steering group on behalf of Tilehurst Parish Council.
    • 12.2 You can contact us:
      • (a) by post, at the Parish Office, Highview, Calcot, Reading, RG31 4XD;
      • (b) using our website contact form;
      • (c) by telephone, on 0118 941 8833; or
      • (d) by email, using steering-group@tilehurstpcnp.org.uk

    Last updated: 01/12/2017