Aymestrey Parish Council Privacy and Cookies Policy
Last updated: 8 June 2026
This local council respects your privacy and is committed to protecting your personal data. This Privacy and Cookies Policy explains how we collect, use, and safeguard your information when you use this website or contact us.
1. Who we are
This website is operated by Aymestrey Parish Council, a local authority responsible for representing and serving the local community.
Aymestrey Parish Council is registered with the UK Information Commissioner’s Office (ICO) as a data controller (registration number: Z2701585). For the purposes of UK data protection law, the Council is the Data Controller of the personal data we process.
2. What information we collect
We may collect and process the following personal information:
- Your name
- Contact details (such as email address, telephone number, or postal address)
- Information you provide when contacting us or completing a form on our website
- Information you provide when subscribing to Council updates or newsletters
- Technical information such as IP address and general website usage patterns
We only collect information that is necessary for the purposes described in this policy.
3. How we use your information
We use your personal data to:
- Respond to enquiries or requests you make to us
- Provide Parish Council services and information
- Send newsletters or updates (where you have opted in)
- Improve the content, performance, and usability of our website
- Maintain the security and proper functioning of the website
- Meet our legal and statutory obligations
4. Lawful basis for processing
We process personal data under one or more of the following lawful bases:
- Public task – where processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council
- Legal obligation – where we are required to process information by law
- Legitimate interests – where necessary to ensure the security, integrity, and effective operation of our website and services, provided these interests are not overridden by your rights and freedoms
- Consent – where you have explicitly agreed (for example, newsletters or non-essential cookies)
5. Data retention
We will only keep your personal data for as long as is necessary for the purposes for which it was collected.
The Council follows a structured records management approach based on statutory requirements and recognised local authority guidance, including records retention schedules used by Parish and Town Councils.
In practice, this means:
- Personal data is kept only for as long as it is needed to carry out Council functions or respond to your enquiry
- Some records are kept for specific minimum periods where required by law (for example financial records and audit-related information)
- Some records may be retained for longer periods where required for legal, regulatory, or administrative purposes
- When personal data is no longer required, it is securely deleted or permanently archived in accordance with our records management procedures
Where records are no longer actively used but have historical or legal significance, they may be transferred to an appropriate archive service for permanent preservation.
We regularly review the data we hold to ensure it is not kept longer than necessary.
6. Sharing your information
We do not sell your personal data.
We may share information with trusted third-party service providers where necessary to:
- Deliver Council communications such as email newsletters
- Provide website functionality and contact forms
- Support mapping and embedded content services
- Maintain and operate website services
These providers are only permitted to process your data on our instructions and must keep it secure.
We may also share information where required by law or to comply with statutory obligations.
Spam protection and website security
This website uses Cloudflare Turnstile, a spam prevention and security service provided by Cloudflare, to protect our online forms from abuse and automated submissions.
Turnstile helps us distinguish between genuine users and automated bots when forms are submitted on our website.
As part of this process, Cloudflare may process limited technical information such as your IP address, browser information, and interaction data. This processing is used solely for security and abuse prevention purposes.
Cloudflare acts as a data processor on our behalf and processes data only in accordance with our instructions and applicable UK data protection law.
This processing is necessary for the security and proper operation of the website and is carried out on the basis of legitimate interests and public task, as defined under UK data protection law. These cookies are strictly necessary for form security and therefore do not require consent.
For more information, please see the Cloudflare Privacy Policy: https://www.cloudflare.com/privacypolicy/
International data transfers
Some of our service providers may process personal data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection law, such as International Data Transfer Agreements or adequacy regulations.
7. Cookies and website usage
This website uses cookies to ensure it functions correctly, maintain security, and (where consent is given) enable optional features.
Cookies are small text files stored on your device.
Strictly Necessary Cookies
Strictly necessary cookies are required for the secure operation and core functionality of the website. These cookies cannot be disabled.
This includes:
| Name | Provider | Purpose | Duration | Type |
|---|---|---|---|---|
| moove_gdpr_popup | Cookie consent tool | Stores cookie preferences and consent state | 1 year | First-party |
| Cloudflare Turnstile | Cloudflare | Protects forms from spam and automated abuse | Session / varies | Strictly necessary (security) |
These cookies do not require user consent.
Functional Cookies
Functional cookies are optional and enable enhanced features such as embedded Google Maps on event pages.
These cookies are only set if you choose to enable Functional cookies.
If Functional cookies are disabled, embedded maps will not load automatically. You may choose to load maps manually on individual event pages, which may result in third-party cookies being set by Google.
| Name | Provider | Purpose | Duration | Type |
| Google Maps (embedded content) | Enables embedded map display on event pages when Functional cookies are enabled | Varies (set by Google) | Third-party |
When maps are loaded, Google may collect information about your interaction with the map, including your IP address, and may set cookies in accordance with its own privacy policy.
We use a cookie consent tool to manage non-essential cookies and to help ensure compliance with UK data protection and privacy legislation.
You can manage or withdraw your cookie preferences at any time using the cookie settings button below.
8. Embedded content and external links
Our website may include links or embedded content from third-party websites such as:
- Mapping services
- Social media platforms
- External websites or resources
When you interact with these services, they may collect data about you, including your IP address and usage behaviour.
We are not responsible for the privacy practices of external websites and recommend reviewing their privacy policies.
9. Your data protection rights
Under UK data protection law, you have the right to:
- Access the personal data we hold about you
- Request correction of inaccurate or incomplete data
- Request deletion of your personal data (where applicable)
- Object to or restrict how your data is processed
- Withdraw consent at any time (where consent is the lawful basis)
- Request data portability in certain circumstances
To exercise these rights, please contact us using the details below.
10. Contact details
If you have any questions about this Privacy and Cookies Policy or how we use your data, please contact:
- Email: clerk@aymestrey.org
- Address: Aymestrey Parish Council, Aymestrey Parish Hall, Aymestrey, Leominster, Herefordshire. HR6 9SU.
- Data Protection Contact: Clerk to the Council
11. Complaints
If you are unhappy with how we handle your personal data, please contact us first so we can resolve the issue.
You also have the right to complain to the UK Information Commissioner’s Office (ICO).
12. Changes to this policy
We may update this Privacy and Cookies Policy from time to time. Any updates will be published on this page.