Kirk Smeaton & Little Smeaton Parish Council's Emergency Response Plan

Data Protection Consent Form

Introduction

In March 2020 Kirk and Little Smeaton parish councils started a joint village support group in response to the Coronavirus pandemic. The support group consists of volunteers and councillors from both villages.

Little Smeaton parish council has a record of each volunteers contact details to facilitate the functioning of the support group. Little Smeaton Parish Council is a Data Controller as defined by Article 4(7) of the General Data Protection Regulation and in order to comply with the Freedom of Information Act 2000, the General Data Protection Regulation 2018 (GDPR) and other associated legislation we need your consent to store and use your contact information.

What information do we hold?

Little Smeaton parish council will store the following information about each volunteer -

Name

Address

Mobile phone number

email address

Details of any specialist skills or equipment that the volunteer has

This information will be shared by both parish councils.

How is the information stored and how will it be used?

All volunteer information will be stored in a secure, online password protected database, accessible only by administrators of the Little Smeaton parish council website. Any information downloaded from the database will be separately password protected.

Volunteers with access to the WhatsApp application are enrolled in a WhatsApp group known as 'Village Support Group' and this is the primary means of communication between the group. Kirk Smeaton and Little Smeaton parish councils are the administrators of the WhatsApp group and all communications using this application are end to end encrypted. Members of this group can see other members mobile phone numbers and can contact each other independently.

The parish councils will only use the contact information of volunteers for the purpose of operating the support group and will only share contact details with other organisations when necessary and in good faith to support the overall objectives of the support group. Other agencies may include the emergency services, North Yorkshire County Council, Selby District Council and other local support groups. Whenever possible we will obtain your permission before disclosing any of your details outside of the support group.

Further information

You can find more information about both parish councils privacy and data protection policies here -

Little Smeaton Parish Council Data Protection Policies

Kirk Smeaton Parish Council Data Protection Policies

Please complete the consent form below to allow us to have you as a member of the Kirk & Little Smeaton parish council's volunteer support group.

Village Support Group Volunteer Consent Form