Data Protection and Privacy Policy

 Life is not simple and data protection is certainly not. On this page you will find the following information. The quick message however is that the website does not collect any personal data from you.

The Purpose of the website.

Guidance for Clubs, Societies and businesses who wish to have their own pages on the website.

The village website and GDPR.

Child Okeford Village Website privacy and cookies policy.

Mission Statement

The website is designed and run for the benefit of the villagers of Child Okeford. It is provided by the Parish Council but managed by two volunteers within the village- the coordinators.

Its aims are:

  • to act as a single point of reference for the activities of the parish council

  • to inform villagers of the various events occurring within the village

  • to give details of the various clubs and societies within the village

  • to allow on-line access to the village archive

  • to advertise the services of businesses operating within the village

  • to paint a picture for potential visitors to the village of what life in the village has to offer.

Any club, society, organisation or business can have an entry on the pages of the village website without cost. The only provision being that such a club, society etc is based in the village or is widely used by the villagers and that in the case of commercial businesses the proprietors live, or base their business, in the village.

If you would like an entry to be made on the website please send your request to us via email at [email protected] taking account of the following guidance.


Guidance for Clubs, Societies and businesses who wish to have their own pages on the website.
Clubs and Societies

Let us know the name of your club or society and contact details [e-mail addresses] of those who you wish to allow to add content to, or edit the page. Please indicate whether you would like to edit the page yourself or have us edit it for you. In either case we will need to create the page for you initially and add it to the appropriate menu.

If you wish us to edit and maintain the page for you then you should send us the initial text that you want displayed. You may include photographs in the entry but if they contain “people” you will be asked to confirm that the subjects have agreed to the picture being published [see below].

Photographs should be sent as *.jpg attachments. Once the entry has been made on the site you will be asked to review it to ensure it is accurate. This process may require several emails until you, and we are happy that the entry is correct. These emails will be retained by us to confirm that you have applied for an entry and you will be contacted annually to ensure that you still wish to have the entry and the details are correct.

Needless to say the information you provide us with must be “legal, decent, honest and truthful and comply with the General Data Protection Regulation 2016. [GDPR].

If we do not consider the entry to be compliant with the GDPR we will advise you and recommend changes to be made. It will not however be posted until such changes have been made.

When you wish to amend the page, just email us and we will update it as soon as possible. Normally within 24 hours. If your club or society has any events that they wish to advertise on the website please let us know and we will add it to the Events Calendar.

All entries for clubs, societies and businesses are displayed in alphabetical order.

If you wish to edit your own page we will set you up as an editor you will be required to provide an e-mail address where you can be contacted together with your name and these will be stored on the website. The website automatically generates a password and editors are not free to use their own. We will then send you the login details.

We will establish the first page for you which will be blank so that you can add text yourself. We will add it to the menu of pages to be displayed. If you need help in editing please let us know and we can show you how the site works.

Editors are not allowed to edit the pages of other clubs or societies except with the explicit consent of the other club and must inform the coordinators that they have done so.

Editors may in addition to editing their own page add events to the “events” calendar although in most cases the coordinators will already have added any events that have been informed of.

All editors are expected to comply with the principles of the Data Protection Act and the GDPR. Guidance on this is given below.

Entries which are not thought to be compliant with the GDPR will be removed by the coordinators. If in doubt please ask us for help.

Businesses

Owners of businesses who wish to advertise should e-mail us the text they wish us to display and under which category. Currently we have the following categories, Accommodation, Animal Care, Arts and Artisans, Computers, Health, Shops and Pubs, Tradesmen and Vehicle Services.

You should include the following information:

  • the text of the entry that you would like posted on the website

  • confirmation that you are the owner of the business

  • some evidence, that you live, or the business is based, in the village. [An address will do but this will not be displayed on the website unless you want it to be.]

You may include photographs in the entry but must comply with the GDPR. Photographs should be sent as *.jpg attachments. Once the entry has been made on the site you will be asked to review it to ensure it is accurate. This process may require several emails until you, and we are happy that the entry is correct. These emails will be retained by us to confirm that you have applied for an entry and you will be contacted annually to ensure that you still wish to have the entry.

Needless to say the information you provide us with must be “legal, decent, honest and truthful and be compliant with the GDPR. If it is not considered to be compliant we will inform you of what changes need to be made before we will consider posting it on the website. If in doubt please ask us for help.

We will not add any other information to the entry that you provide us with. For example if you don’t want your contact details on the entry we will not add it [and you may not get much business!]. The only data we hold on you will be on the page containing your entry, we do not store any other details about you. Business entries can only be edited by the coordinators and you will be contacted annually to confirm that you still require the entry and that it is accurate.

If you wish to make any amendments please let us know by contacting us via. [email protected] If your business is holding any events, open days or the like we would be happy to add these to the events calendar if you let us know the details.

All entries for clubs, societies and businesses are displayed in alphabetical order.


The village website and GDPR.

The Information Commissioner states “The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. This definition provides for a wide range of personal identifiers to constitute personal data, including name, identification number, location data or online identifier.”

It follows that the website will inevitably contain some personal data. To comply with the GDPR explicit consent must be obtained for personal data to be displayed lawfully. The GDPR applies to ‘controllers’ and ‘processors’. “A controller determines the purposes and means of processing personal data. A processor is responsible for processing personal data on behalf of a controller.”

It is not clear in the context of the village website who would constitute the controller since there can only be one such person, together with a deputy, per organisation. Since there are currently 7 people with editing rights of their own pages plus the two coordinators it follows we cannot all be controllers. It is likely that the two coordinators tasked with the job of maintaining the village website at a public meeting in the village would be considered the controllers in law. This may be presumptuous but in the absence of any other opinion it is the approach we have chosen to adopt and in order to comply with the GDPR we suggest the following should be adopted. If the guidance is not followed then in order to comply with the GDPR the coordinators reserve the right to remove posts accordingly.

Business entries

The request for an entry, together with confirmation from you that the entry is satisfactory will be taken to constitute consent to publish. If the entry contains names, e-mail addresses, real addresses, telephone numbers etc of people who are not the proprietors of the business or if photographs of people are included in the entry you will be asked to confirm that they have given consent to their publication and the entry will be endorsed, by us, with the words “Consent obtained for publication by – X Y” where X Y represent the name of the person confirming to us that consent has been obtained.

Clubs and societies

The request for an entry, together with confirmation from you that the entry is satisfactory will be taken to constitute consent to publish. If names, e-mail addresses, real addresses, telephone numbers and so on are included in the entry the person requesting the entry will be asked to confirm they have obtained consent from all those people so named. This e-mail will be retained by the coordinators.

Photographs

Photographs of people posted on a village website at village events constitute personal data as it may lead to people being identified who may not wish to be. If a club or society wishes to post photographs of people explicit consent must, therefore, be obtained from those in the photographs and this must be confirmed to the coordinators by e-mail by the person wishing to post them, before we will publish them. This e-mail will be retained and we will endorse the entry containing the photographs with the words “Consent obtained for publication by – X Y” where X Y represent the name of the person confirming that consent has been obtained.

Editors responsible for editing the pages of their own club or society will also be expected to confirm that consent has been obtained from those in the photographs and the entry containing the photographs should be endorsed by them with the words “Consent obtained for publication by – X Y” where X Y represent the name of the person confirming that consent has been obtained.

You should consider very carefully whether it is appropriate to post photographs of children. The photograph of a child might be sufficient for an abusive and estranged parent to identify where that child is now living. It is vital therefore if photographs of children are to be posted that parental consent is obtained. It should not be assumed that such a situation could not exist in Child Okeford.


Child Okeford Village Website privacy policy.

The COVWS is provided by the Parish Council and the domain name is owned by the Parish Council . The Parish council nominate two volunteers within the village who are the coordinators of the website. It is we who have drawn up this policy.

If you have any questions about this policy, please email [email protected].

This policy is updated from time to time. The latest version is published on this page. This policy applies only to this website. Clubs, organisations businesses etc that have entries on this website will have their own privacy policies and reference should be made to them for details. Some, such as the village hall have published them on this website.

This website privacy policy was reviewed on: 26/07/2021 . There are three parts to it.

  • Privacy and Data Protection for people visiting the website.

  • Privacy and Data Protection for people who choose to have entries on the pages of the website.

  • Privacy and Data Protection for those people who have direct access to editing the website.

Section 1: Visitors to our website.

The website does not collect any information about you although it does set a cookie [see below].

Some websites use “analytic” software to gather information about you, such as your IP address, what pages you visit and so on. This website does not use such software and we do not gather or hold any information about you.

If you contact us via email we will have access to your e-mail address and whatever data you choose to provide, in your contact with us. We use Google Mail to handle our e-mails and the account may be accessed by the two coordinators and the Chairman of the Parish Council. Google collect data from us as account holders but as far as we can determine they do not collect data from people who e-mail us. A copy of their privacy policy is to be found at https://www.google.com/policies/privacy/#products

E-mails are deleted when the matter between us has been concluded, together with any contact details. In certain circumstances we may retain the email, for example if you ask us to remove or add an entry on the website we may retain your email as evidence that such a request was made to us.

How we use your e-mail address.

Collecting this data helps us to reply to your inquiries. We only use it to reply to your specific inquiry.

To be explicit we DO NOT use your email address to send you promotional emails about products, services, offers or anything else for that matter. Nor will your email address be used to contact you for market research reasons.

Cookies and how we use them

A cookie is a small file placed on your computer’s hard drive. It enables our website to identify your computer as you view different pages on our website.

Cookies allow websites and applications to store your preferences in order to present content, options or functions that are specific to you. They can also enable be used to collect information about you , for example how many people use the website and what pages they tend to visit. In the case of the COVWS such cookies are not set and thus no data is collected.

Cookies do not provide us with access to your computer or any information about you. The website does not use any analytical package [such as Google analytics] and we do not track or record the activity of any visitor to our site.

Controlling cookies

You can use your web browser’s cookie settings to determine how our website uses cookies. If you do not want our website to store cookies on your computer or device, you should set your web browser to refuse cookies.

However, please note that doing this may affect how our website functions. Some pages and services may become unavailable to you. Unless you have changed your browser to refuse cookies, our website will issue cookies when you visit it. To learn more about cookies and how they are used, visit All About Cookies.

Security

We will always hold your information securely. We try to ensure that we work in line with the Data Protection Act 1998 and the General Data Protection Regulation 2018.

Our website may contain links to other websites. We have no control of websites outside the www.childokeford.org domain. If you provide information to a website to which we link, we are not responsible for its protection and privacy.

Always be wary when submitting data to websites. Read the site’s data protection and privacy policies fully. This site is protected by SSL technology meaning that everything between your browser and our server is encrypted.

Communication with us via the [email protected] email is also encrypted.

Direct editing of web pages.

Some of our webpages are edited directly by the clubs or organisations concerned. If there are any inaccuracies on these webpages please contact the editor of these pages directly.

Gardening Club

[email protected]

Hambledon Theatregoers

[email protected]

Parish Council

[email protected]

Child Okeford Short Matt Bowls Club

[email protected]

Child Okeford and Shroton WI

[email protected]

The Hill – The Village Magazine

[email protected]

The Village Hall

[email protected]

Business Sections

All information in these sections has been provided by the owners of the businesses concerned who determine the content of their entry and are themselves asked to review the accuracy of the information. The service is provided free to businesses in the village who request an entry on the site. The information is updated annually. This website does not endorse any particular business within the village and is not responsible for the accuracy of any claim made by the business concerned. Entries are in alphabetical order.

Section two: Organisations and Businesses who choose to have entries on the website.

An entry on the pages of the website is made only at the request of the club, organisation or business. By definition if you choose to have an entry on the website details of the club, organisation or business [which may include personal identifiable data] will be made public. Inclusion on the website is purely voluntary, and the details that are posted are determined solely by the club, organisation or business concerned.

If you would like an entry to be made on the website please submit your request to us via email at [email protected]

If you wish to have your entry removed then you should email us on the [email protected] address to request this and we will do it as soon as possible. The email requesting deletion will be retained for a month and then all details will removed.

Many of the clubs, organisations or businesses will have their own privacy policies. They are free to publish these on this website but it must be understood that the privacy policy of the website does not apply to these other clubs etc. Members should refer to their own club secretary for details of individual club policies.

Section 3 Privacy and Data Protection for those people who have direct access to editing the website.

Some villagers have access rights to edit the pages of their own club or organisation. These are listed above. In requesting such access the software of the website [WordPress] requires data from those individuals and this comprises personal identifiable information. Without such information WordPress will not allow access. This data comprises your name, surname, email address and assigns you a nick name and password. It is not visible to other editors of the website but such data is visible to the administrators of the site. Currently there are 4 administrators of the website. These include the two coordinators and 2 members of the Parish Council.

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