Privacy Policy
Exelby Leeming & Londonderry Parish Council – Privacy Policy
This privacy policy (together with any other documentation referred to) explains how Exelby Leeming & Londonderry Parish Council and the hosts WJP Software Limited (WJPS) uses and protects any information that you submit when you use this website. It explains who we are, how we collect, share and use information about you and how you can exercise your privacy rights in accordance with The General Data Protection Regulation (GDPR) (EU) 2016/679.
Please read the policy carefully to understand how any personal information is used. If you have any questions or concerns then please contact james.proctor@wjps.co.uk
Exelby Leeming & Londonderry Parish Council (EPC) and WJPS may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This privacy policy is effective from 25/05/2018.
About the Exelby Leeming & Londonderry Parish Council Privacy Policy
Exelby Leeming & Londonderry Parish Council is committed to ensuring that your privacy is protected and to respecting the privacy, safety and security of our registered (and prospective) users. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
Who we are?
WJP Software Limited (Company Number: 7578111) supply web hosting software solutions through consultancy, development and ongoing support of our Web Communication System (WCS) product. Our servers are located in the UK.
How does WJPS collect personal information?
The personal information collected about Users broadly falls info the following categories:
Information that you provide voluntarily: this is information which is required for us to fulfil a request from a site visitor. This information will be obtained directly from you by submitting an enquiry/ contact request form on site or via phone or email contact. Typically, the personal information required will be:
- name and job title
- contact information including email address
Information that we collect automatically: this is the information that we may collect automatically when a User visits our site from their device. Under the GDPR this information may be considered personal information. Specifically, the information we collect automatically may include a User’s IP address and Network Location, device type, time zone setting and approximate geographic location.
Information that we obtain from a third party source: we do not receive any personal data information from third party sources.
Some of this information may be collected using cookies and similar tracking technology. This is further explained in the Cookie Policy below.
What we do with the information we collect?
Collecting this information enables us to better understand the Users that come onto our site, where they are located and what content on the site is of particular interest. We use this information for internal analytics to access User requirements and improve the provision of our service and Site. In particular the information collected is used to:
- Administer and manage accounts, including username and password resetting and to fix any problems with accounts
- Provide information, offers and updates about products and services
- Notify you about changes, improvements and upgrades to products and services
- Improve our products and services through data analysis, quality control and research
Lawful Basis for Processing Personal Information
We retain personal information we collect from Users where we have an ongoing legitimate business need to do so.
Who does EPC and WJPS share my personal information with?
Exelby Leeming & Londonderry Parish Council and WJPS will not, in any circumstances, share your personal information with other individuals or organisations. We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
WJP Software Limited Cookie Policy
A cookie is a text file which typically contains two pieces of information: a site name and unique user ID. When you visit a site that uses cookies for the first time, a cookie is downloaded onto your computer’s memory. The next time you visit that site, the site then ’knows’ that you have been there before and sometimes can be tailored to take that into account. To help us to better understand your needs, we also use analytical software, WJPS Analytics. This software will save a cookie onto your computer’s hard drive in order to analyse and track your usage of our Site. It will not collect, store or save personal information.
So that site visitors are aware of the use of cookies on our Site, an information bar will be displayed at the foot of the screen explaining that we have placed cookies on your computer to help make this website better. We use a WJPS Analytics script which sets cookies. More details can be found in our privacy policy.’
The message can only be removed by clicking on the grey dialogue box which says ‘Do not show this message again’.
Once clicked, it will not display again when you visit our Site. This is considered proof that you as a site visitor/ User are aware of the cookie script running and are happy to continue using our Site.
WJPS Analytics stores an anonymized version of your IP address – which means some of the digits from the address are not stored. This will only allow approximate geographical location information (i.e. town/ area) of the Site User. This information is used for research and statistics and is held on a WJPS administered server where it is routinely deleted after 14 months as part of an automated process.
You will be able to configure your browser so that it disables cookies however the site might not function correctly without them and is not recommended.
Links to other websites
The website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy policy. You should exercise caution and look at the privacy policy applicable to the website in question.
How does EPC and WJPS keep my personal information secure?
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. The data we collect from you is stored on our secure servers located in the UK.
The measures in place are designed to provide a level of security appropriate to the risk of processing your personal information. We review all security processes and protocols to ensure compliance with GDPR requirements, the standards WJPS hold for Quality Management System ISO 9001:2015 and Information Security Management Systems ISO 27001:2013and to ensure consideration of new technology and methods.
Users and Site Administrators are responsible for keeping your passwords confidential. We ask Users not to share their passwords with anyone. See Password Advice here.
WJPS Analytics stores an anonymized version of your IP address – which means some of the digits from the address are not stored. This will only allow approximate geographical location information (I.e. town/ area) of the Site User. This information is used for research and statistics and is held on a WJPS administered server where it is routinely deleted after 14 months as part of an automated process.
We also expect all of our employees and contractors to comply with this Privacy Policy and we will take appropriate action to address breaches by employees and contractors in relation to the obligations imposed by the Privacy Policy.
Data Retention
We retain personal information we collect from Users where we have an ongoing legitimate business need to do so.
The information collected via WJPS Analytics is retained for 14 months and then deleted deleted after 14 months as part of an automated process.
User Data Protection Rights and Controlling Your Personal Information
Users have the following data protection rights and can choose to restrict the collection or use of your personal information in the following ways:
- If a User wishes to access, correct, update or request deletion of their personal information they can do so at any time by emailing us at james.proctor@wjps.co.uk
- Users can object to processing of their personal information by emailing us at james.proctor@wjps.co.uk
- Right to withdraw consent (also known as the right to be forgotten) – if we have collected and processed a User’s personal information with their consent, Users can change their mind at any time and withdraw their consent at any time by emailing james.proctor@wjps.co.uk. Withdrawing consent will not affect the lawfulness of any processing conducted prior to withdrawal.
- Users have the right to complain to a data protection authority about our collection and use of their personal information. For more information please contact your local data protection authority
- Users can exercise the right to access their personal data and the right to obtain confirmation that their data is being processed. All requests for details of personal information which we hold about you should be made by emailing us at james.proctor@wjps.co.uk
- If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by emailing us at james.proctor@wjps.co.uk
We will promptly respond to all requests we receive from individuals wishing to exercise their data protection rights in accordance with the applicable data protection laws.
Updates to this Privacy Notice
We may update this Privacy Policy from time to time in response to changing legal, technical or business developments. When we update our Privacy Policy, we will take appropriate measures to inform you in accordance to the significance of the changes we make. You can see when this Privacy Policy was last updated by the ‘policy effective from’ date displayed at the top of this Privacy Policy.
How to Contact Us
If you have any questions or concerns about our use of your personal information, please contact us at: james.proctor@wjps.co.uk or by submitting a Contact form on the website.
The Data Controller of your personal information is website owner. The Data Processor is WJP Software Limited. WJP Software Limited is registered with the Information Commissioner’s Office (ICO) with registration number ZA367006