This policy applies to information held about employees, Councillors and residents.

Freeland Parish Council needs to keep records of its employees and of the work that it undertakes.

The Data Protection Act 1998 requires that 8 data protection principles be followed in the handling of personal data. These principles are that personal data must:

• Be fairly and lawfully processed;

• Be processed for limited purposes and not in any manner incompatible with those purposes;

• Be adequate, relevant and not excessive;

• Be accurate;

• Not be kept longer than is necessary;

1. •Be processed in accordance with individuals’ rights;
   

2. •Be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss, destruction or damage to personal information;
   

3. •Not be transferred to countries without adequate protection.
   

The Council will follow the rules laid out under the Data Protection Act 1998. The Council also follows the recommendations made by the National Association of Local Councils regarding Data Protection where appropriate.

For clarity purposes, manually processed data as well as computerised data is included in the definition of “data”.

Retention of Records

Freeland Parish Council follows the retention periods for legal and audit purposes recommended by the National Association of Local Councils.

However, under Data Protection Legislation, the Council is required to regularly review the information that it keeps and to destroy that which does not form part of its official records.

This policy may be reviewed at any time and any changes that are deemed necessary will be made as appropriate.

Approved by Council:  1st March 2010