Privacy Statement
Who are we?
The Lymm Neighbourhood Plan Working Group are a working group of Lymm Parish Council.
We are comprised solely of volunteer members, although some Parish Councillors are volunteers. Details of our organisation are available on the Lymm Neighbourhood Plan website, and are available in paper format by request.
The address for the Lymm Neighbourhood Plan Working Group is:
Lymm Neighbourhood Plan Group, c/o Lymm Parish Council, Village Hall, Pepper Street, Lymm, Cheshire, WA13 0JB
The email address for the Lymm Neighbourhood Plan Group is info@lymmplan.org.
What information do we collect from you, and why?
Lymm Neighbourhood Plan Working Group are requesting name, address and / or postcode, telephone number and email address from you. We will minimise the data collected e.g. we do not need your address and postcode to enter you onto our email distribution lists.
We have also collected separately ages of adults in household and number of adults and children in a household, which we are keeping separately from contact details to ensure that demographic information is not cross referenced with address information.
The details provided by you will only be used by the Lymm Neighbourhood Plan Working Group.
Who will we share this information with?
We will only share personal data with organisations we use to undertake our planned activities in creating a Neighbourhood Plan, for example we use MailChimp to send bulk emails, and we expect to use a third party internet based survey company to help us collate consultation feedback. We will only use third party companies that comply with relevant data protection legislation.
As we are part of Lymm Parish Council, members of Lymm Parish Council may be able to view (access either physically or electronically) information we hold, though all Lymm Neighbourhood Plan Working Group information is kept separate from Parish Council records and will not undertake any cross referencing with information held by Lymm Parish Council.
We may use de-anonymised sections of data (such as postcodes of respondents on maps of Lymm Village), and separately age ranges of respondents in documentation that we publish, but such data will be separated and presented so that it cannot be used to identify individuals.
Where is Personal Data collected by Lymm Neighbourhood Plan Working Group stored?
We store all information where possible on IT systems that reside in the European Union. We are using MailChimp, a US based company, as a data processor for bulk email delivery and management of email distribution lists. MailChimp & their parent company have signed up to the EU-US Privacy Shield agreement, and Lymm Neighbourhood Plan Group have a contractual data processing agreement with MailChimp.
What is the lawful basis for us collecting and using this information?
The Lymm Neighbourhood Plan Working Group believes that the collection and processing of the data held is necessary for the performance of a task carried out in the public interest or in the exercise of statutory powers vested in the Lymm Parish Council – specifically the creation of a Neighbourhood Plan for the village of Lymm, in accordance with powers set out in the Localism Act 2011
How long will we keep information about you?
We expect to keep personal data for up to six months after the Lymm Neighbourhood Plan is approved in a referendum
As at July 2023, we hope to hold the referendum by the end of 2024, and so expect to delete all personal data by 1st July 2025 – if these dates change we will amend our privacy policy accordingly.
How will we keep your information up to date?
The Lymm Neighbourhood Plan group will request that you confirm your details are correct every 12 months, you can also inform us of any changes via:
- Our Website – lymmplan.org/contact/
- Email: info@lymmplan.org
- Write to us / drop a letter through our mailbox at Lymm Neighbourhood Plan Group, c/o Lymm Parish Council, Village Hall, Pepper Street, Lymm, Cheshire, WA13 0JB
How do I find out what information Lymm Neighbourhood Plan Group hold about me?
You have a right to request a copy of the data we hold. If you would like a copy of this information, please contact us with a clear request through one of the following channels:
- Our Website – lymmplan.org/contact/
- Email:info@lymmplan.org
- Write to us / drop a letter through our mailbox at Lymm Neighbourhood Plan Working Group, c/o Lymm Parish Council, Village Hall, Pepper Street, Lymm, Cheshire, WA13 0JB
Lymm Neighbourhood Plan Working Group will within 30 days send you a copy of all information we hold about you.
What other measures do you take to ensure my details are protected, what other rights do I have?
You have the right at any time to ask us for what information we hold about you, and to request we correct any errors in the information we hold. You have the right to request we erase any information we hold about you.
You have the right to request we stop using the information you have provided, that we restrict any processing of the information we hold on you should you object to us holding this information.
What if I don’t want to provide this information.
You are not obliged to provide us with any of the information that we have requested.
What if you are not happy with the way we have looked after you personal details?
You have the right to complain to the UK Data Protection Supervisory Authority, the Information Commissioner’s Office (ICO), via their website: https://ico.org.uk/global/contact-us/ or phone line (0303 123 1113 Monday to Friday, 9am to 5pm)