Your personal data – what is it?

Personal data relates to a living individual who can be identified from that data, e.g. a name, photo or address. Identification can be by the information alone or with other information in the data controller’s possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).

Who are we?

Charlton Parish Council is the data controller (contact details are below). This means it decides how your personal data is processed and what it is used for.

How do we process your personal data?
Charlton Parish Council complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and
destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and be ensuring that appropriate technical measures are in place to protect personal data.

• We may use your personal data for the following purposes:
• To enable us to provide services for the benefit of residents within the parish of Charlton
• To process relevant transactions including donations and grant applications.
• To send you information that you have requested.
• To manage employees and contractors.
• To maintain our own accounts and records (including the processing of grants).
• To inform parishioners and the wider community of news, events, activities and services within the parish.
• To seek your views, opinions and comments.

What is the legal basis for processing your personal data?

The council is a public authority and has certain powers and obligations. Most of your personal data is processed for compliance with a legal obligation which includes the discharge of the council’s statutory functions and powers. Sometimes when exercising these powers or duties it is necessary to process personal data of residents or people using the council’s services. We will always take into account your interests and rights. This Privacy Notice sets out your rights and the council’s obligations to you. We may process personal data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract. Sometimes the use of your personal data requires your consent. We will first obtain your consent to that use.

Sharing your personal data

Your personal data will be treated as strictly confidential and will only be shared with other organisations with your explicit consent.

How long do we need your personal data?

We will keep records as legally required. For example it is best practice to keep financial records for a minimum of 8 years to support HMRC audits. We may have legal obligations to retain some data in connection with our statutory obligations as a public authority, such as the current electoral roll. We will endeavour to keep data only for as long as we need it- it will be deleted when no longer required.

Your rights and your personal data

• Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data:
• The right to request a copy of your personal data which Charlton Parish Council holds.
• The right to request that Charlton Parish Council  corrects any personal data if it is found to be  inaccurate or out of date.
• The right to request your personal data is erased where it is no longer necessary for Charlton Parish Council to retain such data.
• The right to withdraw your consent to the processing at any time.
• The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller (known as the right to data portability).
• The right to object to the processing of personal data, or restrict it to certain purposes.
• The right to lodge a complaint with the Information Commissioner’s Office.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to starting the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Contact Details

To exercise all relevant rights, queries or complaints please contact the  Parish Clerk.

You can contact the Information Commissioner’s Office on 0303 123 1113 or via email on https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

This accessibility statement applies to https://charlton-worcestershire.co.uk . This website is run by Charlton Parish Council. We want as many people as possible to be able to use this website. For example, that means you should be able to:

• change colours, contrast levels and fonts
• zoom in up to 300% without the text spilling off the screen
• navigate most of the website using just a keyboard
• navigate most of the website using speech recognition software
• listen to most of the website using a screen reader (including the most recent versions of JAWS, NVDA and VoiceOver)

To assist with website accessibility, Charlton Parish Council has installed the UserWay Accessibility Widget.

Located at the bottom left of the website, this widget offers a broad selection of functions that users can mix and match to meet their individual accessibility needs. Each of the functions can be turned on or off or set at an interim value. Furthermore, settings for each user are automatically saved (via a cookie) for future site visits. The functions include, but are not limited to:

• Keyboard Navigation: Navigate most of the website using just a keyboard.
• Read Page: Listen to most of the website.
• Contrast: Change contrast levels. Choose from the following: normal contrast, invert colours, dark contrast, light contrast and desaturate.
• Highlight Links
• Bigger Text: Choose from four increasing font sizes without the text spilling off the screen.
• Text Spacing: Modify line spacing for improved readability for dyslexic and visually impaired users.
• Stop Animations
• Legible Fonts
• Reading Guide: Converts the cursor into a high contrast horizontal reading guide. Focuses and guides the eyes to reduce eye strain for users who are visually impaired, dyslexic and users with Presbyopia.
• Tooltips: Shows alternative text and aria labels for on-screen elements with a simple mouse hover. Tooltips are prominent, high contrast and easy to read for low vision users with accessibility needs.

We’ve also made the website text as simple as possible to understand.

AbilityNet has advice on making your device easier to use if you have a disability.

How accessible this website is

We know some parts of this website are not fully accessible:

• most older PDF documents are not fully accessible to screen reader software

Feedback and contact information

What to do if you cannot access parts of this website

If you need information on this website in a different format:

email parishcouncilclerk@charlton-worcestershire.co.uk

We’ll consider your request and get back to you in 15 working days.

Reporting accessibility problems with this website

We’re always looking to improve the accessibility of this website. If you find any problems nomaggiet listed on this page or think we’re not meeting accessibility requirements, contact:

• The Parish Clerk, parishcouncilclerk@charlton-worcestershire.co.uk
• Via our contact form; https://charlton-worcestershire.co.uk

Enforcement procedure 

The Equality and Human Rights Commission (EHRC) is responsible for enforcing the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018 (the ‘accessibility regulations’). If you’re not happy with how we respond to your complaint, contact the Equality Advisory and Support Service (EASS).

Contacting us by phone or visiting us in person

Find out how to contact us: https://charlton-worcestershire.co.uk

Technical information about this website’s accessibility

Charlton Parish Council is committed to making its website accessible, in accordance with the Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018.

Compliance Status

This website is partially compliant with the Web Content Accessibility Guidelines version 2.1 AA standard due to the non-compliances listed below.

• Older PDF files such as Meeting Minutes and Agendas published before 23^rd September 2018.
• Scanned documents such as Conclusion of Audit or documents that may include a signature.
• Videos
• Content produced by third parties or using third party software.

Third party software includes but is not limited to:

• Google Maps
  
  The Google Maps that are embedded on a number of pages throughout the website are not accessible for screen readers.  The pages on which these maps appear include the Contact page. The maps do not meet WCAG 2.1 success criterion 1.1.1 (non-text content). However, to reduce the impact of these maps being inaccessible to some readers, we have provided a written address for each event venue location on the individual event pages.
• Google reCAPTCHA
  
  The reCAPTCHA anti-spam software used for the online forms on the Contact page does not meet WCAG 2.1 success criterion 2.4.6 (headings and labels). Users who are unable to use these online forms are encouraged to contact the Parish Clerk, parishcouncilclerk@charlton-worcestershire.co.uk outlining the subject-matter of their query, and the Clerk can forward their query on to the appropriate person.

Disproportionate Burden

Nothing is cited as being a disproportionate burden

Content that’s not within the scope of the accessibility regulations.

PDFs and other documents

Many of our older PDFs and Word documents do not meet accessibility standards – for example, they may not be structured so they’re accessible to a screen reader. This does not meet:

• WCAG 2.1 success criterion 4.1.2 (name, role value).
• WCAG 2.0 success criterion 2.4.5 Multiple Ways
• WCAG 2.0 success criterion 2.4.8 Location

The accessibility regulations do not require us to fix PDFs or other documents published before 23 September 2018 if they’re not essential to providing our services. For example, we do not plan to fix documents such as agendas, minutes and financial documents prior to 2018.

The Council are required, by law, to upload a number of documents that have been approved and signed (the end of year audit for example), this is done by scanning the document and uploading as a PDF filetype. The very nature of a scanned document is not accessible and often OCR conversion of the document is not perfect. This will be reviewed, likely in 2025 to see if technology or regulations have changed.

Any new PDFs or Word documents the Council publish will aim to meet accessibility standards, unless these documents are in a format which cannot be made accessible easily. If you are unable to access any document on this website due to its format, please contact the Clerk via the methods mentioned above.

What we’re doing to improve accessibility

We will be running regular accessibility checks and ensure that new content added to the website meets accessibility requirements where possible.

Preparation of this accessibility statement

This statement was prepared on 19th November 2020.

This website was last tested on 19th November 2020. The test was carried out via Charlton Parish Council (self-evaluation) on representative pages following the Government accessibility checklist and using the Wave Accessibility Evaluation Tool.

We focused on the most popular website pages to test, including the homepage and the meetings documents page.