Privacy notice
This privacy notice explains how Hamble Parish Council uses personal information about you, why we use it, who we share it with and the rights you have. It covers the council's work in general and this website.
Who we are
Hamble Parish Council (registered with the Information Commissioner's Office as Hamble-le-Rice Parish Council) is the data controller for the personal information described in this notice. Our registration number with the Information Commissioner's Office is ZA054327.
The Clerk to the Council is the council's data protection lead. As a parish council we are not required to appoint a Data Protection Officer. You can contact the Clerk:
- by email at clerk@hambleparishcouncil.gov.uk
- by phone on 023 8045 3422
- by post to Hamble Parish Council, Hamble Village Memorial Hall, 2 High Street, Hamble-le-Rice, SO31 4JE
The information we hold
Depending on how you deal with us, we may hold:
- your name, address, email address and phone number
- details of the council services you use, such as allotments, bookings, burials, dinghy storage and permits
- what you tell us when you contact us, report a problem, make a complaint or respond to a survey or consultation
- payment and financial details needed to provide a service or pay a supplier
- information about job applicants, employees, councillors and volunteers
- images recorded by our CCTV cameras, including vehicle registration numbers recorded by the number plate recognition cameras at Mount Pleasant and the Hamble Foreshore car park
Some information is more sensitive, such as information about health, ethnicity or other equality monitoring details given with a job application, or details of an incident reported to the police. We only use this where the law allows, and we take extra care to keep it secure.
Why we use your information
We use personal information to:
- provide council services and look after council facilities
- reply to enquiries, reports and complaints
- run council meetings, consultations, surveys and community awards
- employ staff and support councillors and volunteers
- manage payments, accounts and audits
- keep people and property safe and help prevent and detect crime
- meet our legal duties and help the police and other public bodies where the law requires it
Our lawful basis
Most of what we do is part of our work as a public authority, so the main lawful basis we rely on is public task. We also rely on:
- legal obligation, where the law requires us to keep or share information
- contract, where you hire, rent or buy something from us, or work for us
- consent, for example when you sign up to hear about a project or accept analytics cookies on this website. You can withdraw your consent at any time
- vital interests, in an emergency where someone's life may be at risk
Where we use more sensitive information we also rely on one of the conditions in data protection law, such as employment obligations, substantial public interest or your explicit consent.
Who we share it with
We only share what is needed. We may share information with:
- contractors and service providers who work for us, such as our IT and website providers, under an agreement that protects your information
- other public bodies, such as Eastleigh Borough Council and Hampshire County Council, when they are responsible for the matter you have raised
- the police and other enforcement bodies, where this is needed to prevent or detect crime
- our auditors, and anyone else we are required to share with by law
We never sell your information. Comments made in public meetings and responses to public consultations may be reported in minutes or summaries, but we will not publish your contact details.
How long we keep it
We keep information only for as long as we need it, in line with the council's retention schedule, which follows national guidance for local councils. For example, financial records are kept for six years, council minutes are kept permanently and CCTV footage is normally kept for no more than 28 days unless it is needed for an investigation. Information is securely deleted or shredded when it is no longer needed.
Your rights
You have the right to:
- ask for a copy of the information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete information, where we no longer have a reason to keep it
- ask us to limit how we use your information, or object to us using it
- ask for information you gave us to be passed to another organisation, where this applies
- withdraw your consent at any time, where we rely on consent
To make a request, contact the Clerk using the details above. There is no charge. We will reply within one month, and we may ask you to confirm your identity first. To request CCTV footage of yourself, please give the date, time and location and a description of yourself so we can find it.
Our website
Forms
When you use a form on this website, for example to contact us, report a problem, respond to a survey, make a nomination, register a community group or apply for a job, we receive what you enter in the form. Form entries are kept in the website's secure database and sent to the Parish Office by email. Along with your entry, the website records your IP address, the browser you used and your approximate location worked out from your IP address. We use this to deal with misuse and spam.
Our forms use Google reCAPTCHA to check that a real person is filling them in. reCAPTCHA sends information about your device and how you use the page to Google. Google's use of this information is covered by Google's privacy policy.
Cookies
Cookies are small files saved on your device when you visit a website. We use a small number of essential cookies so that this website works properly. With your permission, we also use Google Analytics cookies to understand how people use the website so we can improve it. Google Analytics collects information such as the pages you visit and how long you spend on them. It does not tell us who you are. These cookies are only set if you click "Accept analytics cookies", and you can change your choice at any time using the "Cookie settings" button at the bottom of each page.
| Cookie | What it does | How long it lasts |
|---|---|---|
| seopress-user-consent-accept or seopress-user-consent-close | Remembers whether you accepted or rejected analytics cookies (essential) | 180 days |
| _GRECAPTCHA | Set by Google reCAPTCHA to protect our forms from spam (essential) | 6 months |
| _ga and _ga_VZLD42J9HD | Google Analytics – tells visits apart so we can count visitors. Only set if you accept analytics cookies | 2 years |
Content from other services
Some pages show content from other services, such as maps from Google Maps, videos from YouTube and Loom, Google reviews shown through Trustindex, and fonts and icons from Google Fonts and Font Awesome. To show this content your browser connects to those services, which can see your IP address and may set their own cookies. Their privacy policies explain how they use this information. Links to our social media pages take you to those websites, which have their own privacy policies.
This website is hosted in the UK by our website provider, who maintains it for the council.
Complaints
If you are unhappy with how we have used your information, please contact the Clerk first so we can try to put things right. You can also complain to the Information Commissioner's Office:
- website: ico.org.uk/make-a-complaint
- helpline: 0303 123 1113
- post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to this notice
We review this notice regularly and will update it when the way we use information changes. It was last updated on 25 October 2026.