GDPR data map (23 May 2018)

GDPR DATA MAP
Adopted by Helmdon Parish Council on 23rd May 2018
Council contact details DPO contact details
Helen du Bois
[address removed]
Contact name:
Contact address:
Contact phone number:
Contact email:
[phone number removed]
parishcouncil@helmdon.com
Contact name:
Contact address:
Northants CALC
6 Litchborough Business Park, Northampton Road, Litchborough, NN12 8JB
Contact phone number:
Contact email:
[phone number removed]
dpo@northantscalc.com
COLUMN A COLUMN B COLUMN C COLUMN D COLUMN E COLUMN F COLUMN G COLUMN H COLUMN I
Information type
What personal information
(data) is collected?
Category of individual
Where does the data go?
Where and how is the data stored?
What security measures do you use?
Why do you need the data? Processing purpose
Lawful basis for processing
How long do you retain the data?
To the intended recipient/council meeting
Email server/hard drive/hard copy Password/encryption Management
Public interest/legal obligation/contract
As long as necessary
To the intended recipient Telephone system/written note None Management
Public interest/contract/legal obligation
Until actioned
To recipient N/A None Management
Public interest/legal obligation/contract
Until actioned
Information in
Email in
Phone message
Email address, persons name Resident/councillor/employee/con and possibly phone number tractor
Persons name and phone number
Resident/councillor/employee/con tractor
Phone call
Persons name, phone number
Resident/councillor/employee/con and possibily email address for tractor follow up
Invoices
Persons name, email address, address, bank details
Contractor
To recipient and to council meeting
Filing cabinet/email system/hard drive
Password/locked office Sales
Contract/legal obligation/public interest
8 years
Residents letters
Persons name, address, phone number, email address
Resident
To recipient and to council meeting
Filing cabinet Locked office Management
Legal obligation/public interest
As long as necessary
Councillors acceptance of office forms
Name Councillor To clerk Filing cabinet Locked office Legal requirement Legal obligation Term of office
Electoral Roll
Councillors register of interests
Email service of agenda consent
Allotment register
Allotment tenancy agreements
Planning applications
Photographs
Name, address Residents To clerk Hard drive Password/locked office Management Public interest Indefinitely
Name, address Councillor To clerk Filing cabinet/hard drive/website Password/locked office Legal requirement Legal obligation Indefinitely
Name, email address Councillor To clerk Hard copy/hard drive Password/locked office Legal requirement Legal obligation Term of office
Name, address, telephone number
Resident To clerk Hard drive/filing cabinet Password/locked office Management Contract Indefinitely
Name, address Resident To clerk Hard drive/filing cabinet Password/locked office Management Contract Indefinitely
Resident
Resident/councillor
To clerk, council
Website/archive
Hard drive/filing cabinet
Hard drive/filing cabinet
Password/locked office
Password/locked office
Management
Management
Public interest
Consent
As long as necessary
As long as necessary
Resident To clerk, council, solicitor Hard drive/filing cabinet Password/locked office Management Contract 12 years
Contractors insurance documents
Name, address
Name, address
Name, address, telephone number
Name, address, telephone number
Contractor To clerk Hard drive/filing cabinet Password/locked office Legal requirement Legal obligation 6 years after policy end
Grant applications to the council
Name, address, telephone number, email, bank details
Resident To clerk Hard drive/filing cabinet Password/locked office Management/Financial Public interest 3 years
Accident book
Name, address, telephone number
Resident/councillor/employee/con tractor
To clerk, chairman Filing cabinet Locked office Legal requirement Legal obligation 3 years from date of last entry
Lease agreements
GDPR Security
Compliance Forms
Training requests
Name Councillor To clerk Filing cabinet Locked office Legal requirement Legal obligation Until actioned
Name Clerk/councillor To clerk, council Hard drive/filing cabinet/email Password/locked office Management Legal obligation Until actioned
Email address, persons name
Resident/councillor/employee/con tractor
To intended recipients Email Password/locked office Management
Contract/legal obligation/consent
As long as necessary
Information out
Email out
HPC GDPR Data Map

GDPR DATA MAP
Invoices sent hard copy
Invoices sent via email
Council contact details
Minutes
Councillors register of interests
Lease agreements
Resident/councillor/employee/con tractor
Resident/councillor/employee/con
Email address, persons name tractor
Email address, persons name,
Councillor address
Name Councillor
Name and address To intended recipients Hard drive/filing cabinet Password/locked office Sales Contract 6 years
To intended recipients Email/hard drive/filing cabinet Password/locked office Sales Contract 6 years
To Northants CALC Email/website Password/locked office Legal requirement Contract Duration of office
To councillors, website Hard drive/filing cabinet Password/locked office Legal requirement Public interest Indefinite
Name, address Councillor To Electoral Officer Filing cabinet/hard drive/website Password/locked office Legal requirement Legal obligation Indefinite
Name, address
Email address, persons name, address
Email address, persons name, address
Email address, persons name, address, bank details
Resident To recipient Hard drive/filing cabinet Password/locked office Legal requirement Legal obligation 12 years
Contractor To contractor Email/hard drive/filing cabinet Password/locked office Financial/management Contract/public interest 6 years
Councillor To relevant banks Hard drive/filing cabinet Password/locked office Financial/management Legal obligation 6 years
Councillor To grant provider Hard drive/filing cabinet/email Password/locked office Financial/management Contract/public interest 3 years
Name Councillor To council Hard drive/filing cabinet/email Password/locked office Financial/management Public interest 3 years
Accident book Name, address
Clerk, councillor, resident, contractor
To council/insurers Hard copy/email Password/locked office Health and Safety Legal obligation 3 years
Training requests
Email address, persons name, address
Councillor/Clerk To training provider Hard drive/filing cabinet Password/locked office Management Public interest Until actioned
HMRC/payroll provider/pension provider
Hard drive Password Financial Legal obligation 3 years
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Contracts
Bank mandate
Grant request
Record of grant submissions
Employment information
Payroll
Name, address, NI number, bank details
Clerk
Employment contracts Name, address Clerk
Appraisals Name Clerk
Name, address Clerk
Name, address Public
Clerk/chairman/staffing committee
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 months
Name, address Clerk
Clerk/chairman/staffing committee
Hard drive/filing cabinet/email Password/locked office Contract Contract 6 years after ceasing employment
Disciplinary/Grievance files
Application Forms
(interviewed –
unsuccessful)
Application Forms
(interviewed –
successful)
Clerk/chairman/staffing committee
Clerk/chairman/staffing committee
Clerk/chairman/staffing committee
HPC GDPR Data Map