Privacy Policy for Ferrensby Village
Effective Date: 12/05/2025
Ferrensby.com/Ferrensby Parish Meeting is committed to protecting your privacy. This Privacy Policy outlines how we collect, use, and safeguard your personal information in compliance with the General Data Protection Regulation (GDPR).
1. Information We Collect
We collect the following personal information, voluntarily, from villagers:
- First Name
- Last Name
- Email Address
This information is collected for the purpose of sending updates regarding the Ferrensby Parish Meeting and related activities.
2. How We Use Your Information
We use your personal information to:
- Send newsletters and updates about the Ferrensby Parish Meeting.
- Communicate important information related to village activities.
2.1 Purpose of Data Collection for Meetings
We may also collect and use your personal information to:
- Send meeting agendas and minutes.
- Gather feedback on village matters.
- Facilitate discussions regarding community issues.
3. Email Engagement Tracking
To improve our communication, we utilise email engagement tracking to monitor whether our newsletters are opened and whether links within them are clicked. If a newsletter is not opened for a continuous period of 12 months, your subscription will automatically cease. This measure helps us maintain an active subscriber list and ensures that our emails are not marked as spam by email providers such as Gmail and Yahoo.
4. Data Collection at Meetings
During village meetings, we may collect personal information through sign-up sheets or attendee lists. This information will be used solely for the purposes of communication regarding village matters and will be stored securely.
5. Recording of Meetings
Please be aware that some meetings may be recorded for the purpose of accurate minute-taking. Attendees will be informed prior to the start of the meeting, and you will have the option to opt-out of being recorded.
6. Legal Basis for Processing Your Data
We process your personal information based on your consent. By providing your email address, you consent to receive communications from Ferrensby.com/Ferrensby Parish Meeting. If you wish to withdraw your consent at any time, you can do so by contacting us as detailed below.
7. Sharing Your Information
We do not share your personal information with third parties except when necessary to provide our services (e.g., using MailPoet for email communications) or as required by law.
8. Third-Party Services
We may use third-party services to facilitate virtual meetings and communication within the village. This currently includes:
- MailPoet: For managing our email newsletters and communications.
- WhatsApp Group: For informal communication and updates among villagers. Please note that when you join the WhatsApp group, your phone number will be visible to other group members. We encourage you to review WhatsApp’s privacy policy to understand how your data may be used.
These services have their own privacy policies, and we encourage you to review them. We are not responsible for how these services manage your data.
9. Your Rights
Under the GDPR, you have the following rights:
- Right to Access: You have the right to request copies of your personal data that we hold about you.
- Right to Rectification: You have the right to request that we correct any information you believe is inaccurate or incomplete.
- Right to Erasure: You have the right to request that we erase your personal data, under certain conditions, such as when it is no longer necessary for the purposes for which it was collected.
- Right to Restrict Processing: You have the right to request that we restrict the processing of your personal data, under certain conditions, such as if you contest the accuracy of your personal data.
- Right to Data Portability: You have the right to request that we transfer the data we hold about you to another organisation, or directly to you, under certain conditions.
To exercise any of these rights, you can use the unsubscribe/update link included in our email communications. This link allows you to manage your preferences without needing to contact us directly. We aim to process your requests promptly and in accordance with GDPR regulations.
10. Community Feedback and Surveys
We may conduct surveys to gather feedback from villagers regarding meetings and village matters. Participation is voluntary, and any data collected will be used to improve future meetings and community services. All responses will be kept confidential.
11. Data Security
We are committed to ensuring that your personal information is secure. We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or destruction.
12. Cookies
Our website may use cookies to enhance your experience. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. Please note that we currently disable cookie-based tracking for email engagement.
13. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes.
14. Designated Contact Person
For inquiries regarding your personal data or this Privacy Policy, please contact our Village Clerk at clerk@ferrensby-com.
15. Contact Us
If you have any questions about this Privacy Policy or your personal data, please contact us at:
Ferrensby Village Clerk
Email: clerk@ferrensby-com