Steps for Parish Councils to become GDPR compliant 

Parish councils handle various types of personal data, including:

• Resident inquiries and contact details
• Councillor and employee records
• Supplier and contractor details
• Consultation and survey responses

Failing to comply with GDPR can lead to fines, reputational damage, and loss of public trust. By understanding the key principles and implementing best practices, you can safeguard sensitive data and maintain compliance.

Key GDPR Principles

The following six principles govern data protection under GDPR:

1. Lawfulness, Fairness, and Transparency – Personal data must be processed legally, fairly, and transparently.
2. Purpose Limitation – Data should only be collected for specified, explicit, and legitimate purposes.
3. Data Minimisation – Only collect the data necessary for the intended purpose.
4. Accuracy – Keep personal data accurate and up to date.
5. Storage Limitation – Do not retain personal data longer than necessary.
6. Integrity and Confidentiality – Protect personal data against unauthorized access, loss, or damage.

Steps to Ensure GDPR Compliance

1. Conduct a Data Audit

Identify and document all personal data your council holds, including:

• The type of data collected
• How and why it is processed
• Who has access to it
• Where and how it is stored

2. Have a Lawful Basis for Processing Data

Under GDPR, you must have a valid reason to process personal data. The most relevant lawful bases for parish councils include:

• Public task – Processing is necessary to carry out official duties.
• Consent – The individual has given explicit permission for their data to be used.
• Legal obligation – Processing is required to comply with legal responsibilities.

3. Obtain and Manage Consent Properly

• When collecting personal data, ensure individuals provide clear and informed consent.
• Use simple and accessible consent forms.
• Allow individuals to withdraw their consent at any time.

4. Secure Personal Data

Implement strong security measures to prevent data breaches:

• Use strong passwords and two-factor authentication for digital systems.
• Store physical documents in locked cabinets.
• Limit access to personal data to only those who need it.
• Regularly back up data securely.

5. Provide a Privacy Notice

A privacy notice informs individuals how their data is collected and used. It should include:

• The identity of the data controller (usually the parish council)
• The purpose of data collection
• How data will be stored and used
• Individuals’ rights regarding their data

6. Handle Subject Access Requests (SARs)

Under GDPR, individuals have the right to request a copy of their personal data. If you receive a Subject Access Request:

• Respond within one month.
• Provide the requested data in a clear format.
• Redact any information related to third parties.

7. Report Data Breaches Promptly

If a data breach occurs:

• Assess the severity of the breach.
• Notify the Information Commissioner’s Office (ICO) within 72 hours if there is a risk to individuals’ rights.
• Inform affected individuals if necessary.

Ongoing GDPR Compliance

To maintain compliance:

• Provide regular GDPR training for councillors and staff.
• Update policies and procedures as needed.
• Review and update security measures regularly.

Final Thoughts

GDPR compliance is an ongoing responsibility, but by implementing these best practices, parish clerks can ensure data is handled securely and lawfully. By maintaining transparency and safeguarding personal information, your council can foster trust within the community while meeting legal obligations.

For more information, visit the Information Commissioner’s Office (ICO) website: https://ico.org.uk.