Privacy Policy

Our contact details

Name: Rhyl Town Council
Address: Rhyl Town Hall, Wellington Road, Rhyl, Denbighshire, LL18 1BA
Email: enquiries@rhyltowncouncil.org.uk
Telephone: 01745 331 114
 
We are the Data Controller for your information.

What personal data we collect

• We may collect, use, and store the following types of personal data:
• Identifiers: Names, titles, aliases, photographs.
• Contact Details: Telephone numbers, postal addresses, email addresses.
• Financial Details: Bank account numbers or card details if you pay for any council event or service we might offer in the future.
• Other Information: Information provided in letters, emails, newsletters or forms (e.g., in relation to planning applications, complaints, or public consultations). 

Public information

• The information we share publicly includes:
• Council meeting agendas, minutes, notes, press releases and newsletters[RW1.1].
• Annual returns, notices, and payments to members.
• Governance statements, policies and guidelines.
• Audit reports.
• Councillor information, including, but not limited to name, address, contact details and political affiliation.

Council meetings are generally open to the public.

How we get personal information and why

Most personal information is provided directly by you, for example, when you:

• Contact us with an enquiry, complaint, or compliment.
• Participate in a public consultation.
• Attend council meetings or events. 

We use this information to:

• Deliver and develop public services.
• Confirm your identity.
• Provide you with updates on any council event or service.
• Prevent and detect fraud and corruption. 

Lawful bases for processing

Under GDPR, we rely on the following lawful bases: 

• Public Task: To perform tasks in the public interest or exercise our official authority.
• Contractual Obligation: Where you have entered into a contract with us to provide a future council service.
• Legal Obligation: Where we are required to process data by law.
• Consent: Where you have given clear consent for us to process your data for a specific purpose (e.g., newsletters). 

Sharing your information

We will only share your information when necessary to carry out our functions or to assist other agencies. We may share data with: 

• Other local authorities (e.g., Denbighshire County Council).
• Contractors or agents acting on our behalf.
• Police or legal authorities to prevent/detect crime.
• Audit Wales. 

We will not pass your personal information to third parties for marketing or commercial purposes. 

How long we keep your data

We will only keep your personal information for as long as necessary for the purpose it was collected, or to meet legal requirements. 

Data Security

• We take steps to ensure personal data is stored securely including:
• Secure storage of paper records
• Password-protected computer systems
• Encryption of removable storage devices
• Restricted access to servers
• Secure disposal of confidential documents
• Regular system backups

Your data protection rights

Under data protection law, you have rights, including: 

• Access: You can ask us for copies of your personal information.
• Rectification: You can ask us to correct inaccurate information.
• Erasure: You can ask us to erase your personal information in certain circumstances.
• Restriction: You can ask us to restrict the processing of your data.
• Objection: You can object to the processing of your data.
• Withdraw Consent: If we rely on consent, you can withdraw it at any time. 

How to complain

If you have concerns about how we use your personal data, you can contact us at rhyltowncouncil.org.uk

You can also complain to the ICO if you are unhappy with how we have used your data:

Information Commissioner's Office
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF

Helpline: 0303 123 1113 | Website: www.ico.org.uk 

This policy will be reviewed every two years, or earlier if required due to legislative or organisational changes.