Warborough Parish Council (serving Warborough and Shillingford) is committed to protecting your personal information. This page explains how we use personal information, including information collected through this website, and your rights under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It summarises the Council’s Privacy Notice and Data Protection Policy, adopted on 2 September 2026 (minute 2026/129).
Who we are
Warborough Parish Council is the data controller for the personal information it holds. The Clerk is responsible for data protection at the Council. As a parish council we are not required to appoint a Data Protection Officer.
Contact: The Clerk, Warborough Parish Council, The Greet Hall, 171 Thame Road, Warborough, OX10 7DH. Email: clerk@ws-pc.org.uk
What information we collect
We collect only the information we need to carry out our work. This is usually your name and contact details, and information about your dealings with the Council, for example if you:
– contact the Council or a councillor about a Council matter;
– hire the Greet Hall or the Pavilion, or rent an allotment;
– comment on a planning application or take part in a consultation;
– are a councillor, employee, volunteer, contractor or supplier.
Why we use it and our lawful basis
We use your information to carry out the Council’s functions and to respond to you. Our lawful basis is usually one of the following:
– Public task: carrying out the Council’s statutory functions and powers;
– Legal obligation: for example payroll, tax, audit and the publication of Council records;
– Contract: for hirers, allotment tenants, employees and suppliers;
– Consent: for anything optional, such as joining a mailing list. You can withdraw consent at any time.
Who we share it with
We share personal information only where it is necessary and lawful, for example with HMRC, our payroll and professional advisers, our internal and external auditors, other public bodies such as South Oxfordshire District Council and Oxfordshire County Council, or where the law requires it. We do not sell your information or use it for marketing.
Please note that correspondence and representations received by the Council may be reported at a public meeting. Where this happens we will not publish your contact details.
How long we keep it
We keep personal information only for as long as we need it, in line with the retention schedule in our Data Protection Policy, and then delete or destroy it securely.
How we keep it safe
Council information is held on secure, managed IT and cloud services with access controls and backup. Paper records are kept securely.
Visitors to this website
This website does not use Google Analytics or any other tracking, analytics or advertising cookies. It uses only the cookies that are strictly necessary for the site to work (for example, to keep the site secure and to run the booking forms). Because of this, we do not need to ask for your consent to cookies.
We also use a security service to protect the website from attack. To do this it processes the IP addresses of visitors.
If you use the online booking forms, we collect the details you enter (such as your name, email address and booking details) and use them only to manage your booking.
For information about cookies, please see our Cookies page. You can block or delete cookies using your browser settings.
Links to other websites
This page does not cover other websites linked from this site. Please read the privacy notices on any other websites you visit.
Your rights
You have the right to:
– ask for a copy of the personal information we hold about you (a subject access request);
– ask us to correct information that is wrong;
– ask us to delete your information, or to restrict or object to how we use it, in certain circumstances;
– withdraw your consent at any time, where we rely on consent.
To exercise any of these rights, please contact the Clerk at clerk@ws-pc.org.uk or by post at the address above. We may ask you for proof of identity. We will normally respond within one month.
Complaints
If you are unhappy with how we have handled your information, please contact the Clerk in the first instance. If you remain unhappy, you can ask for your complaint to be considered by the Chair of the Council via the Clerk.
You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
Changes to this page
We review this page regularly and when our practices change. Last updated: 12 November 2026.
Our other policies, including our Freedom of Information Publication Scheme, are on the Policies & Procedures page.
