Privacy Policy

Last updated: 6 September 2026

I take your privacy seriously and will handle any personal information you provide to me carefully, securely and only for legitimate purposes connected with my role as a parish councillor.

This privacy notice explains what information I may collect, why I use it, when it may be shared and what rights you have.

Who is responsible for your information?

For personal information I process in connection with my work as an elected representative, I am the data controller.

Cllr Anna Rothwell
Independent Parish Councillor
Beveley Ward, Ketley Parish Council

Email: cllr.annarothwell@ketleyparishcouncil.gov.uk

This notice relates to information I handle personally in my capacity as a councillor. Ketley Parish Council and other public bodies have their own responsibilities and privacy notices for information they process.

The Information Commissioner’s Office confirms that elected representatives are responsible as data controllers for personal information they process as part of their work.

What information I may collect

When you contact me through this website, by email or through another contact method, I may collect information including:

• your name

• your email address or telephone number

• your address or general location, where relevant

• the details of your enquiry or concern

• photographs, documents or reference numbers you provide

• correspondence relating to your enquiry

• information received from another council, public body or organisation while helping with your enquiry

Please only provide information that is relevant to the matter you are contacting me about.

Some enquiries may involve more sensitive personal information, such as information relating to health, disability or other personal circumstances. I will only process this where it is necessary and appropriate to deal with the matter you have raised.

How I use your information

I use personal information to carry out my role as your elected parish councillor.

This may include:

• responding to your enquiry

• understanding a local issue or concern

• providing information or signposting

• helping identify the council, service or organisation responsible for an issue

• raising an issue with Ketley Parish Council or another appropriate body

• making enquiries on your behalf where appropriate

• following up an issue you have asked me to assist with

• keeping an appropriate record of councillor enquiries and casework

Information provided to me for councillor enquiries or casework will not be used for political campaigning, marketing, voter profiling or unrelated purposes.

In particular, contact details provided because you have asked for help with an issue will not simply be added to a campaigning or marketing list. ICO guidance distinguishes elected-representative casework from political campaigning and places restrictions on using casework contact details for direct marketing.

My lawful basis for using your information

Data protection law requires me to have a lawful reason for processing personal information.

For much of my councillor work, the relevant basis will be that processing is necessary for carrying out a task in the public interest, including activities connected with democratic representation and the work of an elected representative.

Depending on the circumstances, I may also process information because:

• I have a legal obligation to do so; or

• you have given consent for a particular use of your information.

The appropriate lawful basis depends on what you have asked me to do and how your information needs to be handled. The ICO recognises public task and democratic engagement as potentially relevant to elected representatives and casework.

Where an enquiry requires me to process special category information, the additional protections contained in the UK GDPR and Data Protection Act 2018 apply. The Data Protection Act includes a specific condition for elected representatives processing this type of information when responding to requests from individuals in connection with their elected functions.

Sharing your information

I will not routinely share your personal information with other people or organisations.

However, if you ask me to help with an issue, it may sometimes be necessary to share relevant information with the organisation responsible for dealing with it. This could include, for example:

• Ketley Parish Council

• Telford & Wrekin Council

• another public authority or public service

• a relevant community or service organisation

I will only share information that is reasonably necessary for dealing with your enquiry.

Where appropriate, I will ask for your permission before passing personal information to another organisation. There may be limited circumstances where information can or must be shared without consent, for example where required by law or where another lawful data protection condition applies.

I will not sell your information or provide it to third parties for commercial marketing.

How long I keep information

I will keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected.

The appropriate period will depend on the nature of the enquiry. For example, information may need to be retained while an issue remains open or while follow-up action is taking place.

I will periodically review the information I hold and securely delete or anonymise information when there is no longer a reasonable need to retain it.

The ICO requires privacy information to explain either a specific retention period or the criteria used to determine how long information will be retained.

Keeping your information secure

I take reasonable steps to protect personal information against unauthorised access, loss, disclosure or misuse.

Access to councillor correspondence and casework information is limited to where it is necessary for carrying out my role.

Please remember that ordinary email and online communications can never be guaranteed to be completely secure, so you should avoid sending unnecessary sensitive information through a general contact form.

Website and contact form information

When you use the contact form on this website, the information you enter will be used to send and respond to your enquiry.

It will not be used for marketing or political campaigning simply because you have contacted me through the website.

The website hosting provider may also process basic technical information required to operate and secure the website, such as IP addresses and server logs.

If this website uses analytics, tracking tools or non-essential cookies, these will be explained separately in the website's Cookie Policy.

Your data protection rights

Depending on the circumstances and the lawful basis being used, you may have rights including:

• the right to ask for a copy of personal information held about you

• the right to ask for inaccurate information to be corrected

• the right to ask for information to be erased in certain circumstances

• the right to ask for processing to be restricted in certain circumstances

• the right to data portability where applicable

• the right to withdraw consent where processing is based on consent

You also have the right to object to the processing of your personal information in certain circumstances.

Not every right applies in every situation. Your rights can depend on the lawful basis under which information is being processed. The ICO requires privacy notices to explain the relevant rights available to individuals.

To exercise a data protection right, please contact me at:

cllr.annarothwell@ketleyparishcouncil.gov.uk

I may need to confirm your identity before providing personal information or acting on certain requests.

Concerns or complaints

If you have any concerns about how I have handled your personal information, please contact me first so that I have the opportunity to look into the matter.

Changes to this privacy notice

I may update this privacy notice from time to time to reflect changes to my website, working practices or data protection requirements.

The date at the top of this page will show when it was last updated.