Guidance for Clubs, Societies and businesses who wish to have their own pages on the website.
The website is designed and run for the benefit of the villagers of Child Okeford. It is provided by the Parish Council but managed by two volunteers within the village- the coordinators.
Its aims are:
to act as a single point of reference for the activities of the parish council
to inform villagers of the various events occurring within the village
to give details of the various clubs and societies within the village
- to allow on-line access to the village archive
to advertise the services of businesses operating within the village
to paint a picture for potential visitors to the village of what life in the village has to offer.
Any club, society, organisation or business can have an entry on the pages of the village website without cost. The only provision being that such a club, society etc is based in the village or is widely used by the villagers and that in the case of commercial businesses the proprietors live, or base their business, in the village.
If you would like an entry to be made on the website please send your request to us via email at email@example.com taking account of the following guidance.
Clubs and Societies
Let us know the name of your club or society and contact details [e-mail addresses] of those who you wish to allow to add content to, or edit the page. Please indicate whether you would like to edit the page yourself or have us edit it for you. In either case we will need to create the page for you initially and add it to the appropriate menu.
If you wish us to edit and maintain the page for you then you should send us the initial text that you want displayed. You may include photographs in the entry but if they contain “people” you will be asked to confirm that the subjects have agreed to the picture being published [see below].
Photographs should be sent as *.jpg attachments. Once the entry has been made on the site you will be asked to review it to ensure it is accurate. This process may require several emails until you, and we are happy that the entry is correct. These emails will be retained by us to confirm that you have applied for an entry and you will be contacted annually to ensure that you still wish to have the entry and the details are correct.
Needless to say the information you provide us with must be “legal, decent, honest and truthful and comply with the General Data Protection Regulation 2016. [GDPR].
If we do not consider the entry to be compliant with the GDPR we will advise you and recommend changes to be made. It will not however be posted until such changes have been made.
When you wish to amend the page, just email us and we will update it as soon as possible. Normally within 24 hours. If your club or society has any events that they wish to advertise on the website please let us know and we will add it to the Events Calendar.
All entries for clubs, societies and businesses are displayed in alphabetical order.
If you wish to edit your own page we will set you up as an editor you will be required to provide an e-mail address where you can be contacted together with your name and these will be stored on the website. The website automatically generates a password and editors are not free to use their own. We will then send you the login details.
We will establish the first page for you which will be blank so that you can add text yourself. We will add it to the menu of pages to be displayed. If you need help in editing please let us know and we can show you how the site works.
Editors are not allowed to edit the pages of other clubs or societies except with the explicit consent of the other club and must inform the coordinators that they have done so.
Editors may in addition to editing their own page add events to the “events” calendar although in most cases the coordinators will already have added any events that have been informed of.
All editors are expected to comply with the principles of the Data Protection Act and the GDPR. Guidance on this is given below.
Entries which are not thought to be compliant with the GDPR will be removed by the coordinators. If in doubt please ask us for help.
Owners of businesses who wish to advertise should e-mail us the text they wish us to display and under which category. Currently we have the following categories, Accommodation, Animal Care, Arts and Artisans, Computers, Health, Shops and Pubs, Tradesmen and Vehicle Services.
You should include the following information:
the text of the entry that you would like posted on the website
confirmation that you are the owner of the business
some evidence, that you live, or the business is based, in the village. [An address will do but this will not be displayed on the website unless you want it to be.]
You may include photographs in the entry but must comply with the GDPR. Photographs should be sent as *.jpg attachments. Once the entry has been made on the site you will be asked to review it to ensure it is accurate. This process may require several emails until you, and we are happy that the entry is correct. These emails will be retained by us to confirm that you have applied for an entry and you will be contacted annually to ensure that you still wish to have the entry.
Needless to say the information you provide us with must be “legal, decent, honest and truthful and be compliant with the GDPR. If it is not considered to be compliant we will inform you of what changes need to be made before we will consider posting it on the website. If in doubt please ask us for help.
We will not add any other information to the entry that you provide us with. For example if you don’t want your contact details on the entry we will not add it [and you may not get much business!]. The only data we hold on you will be on the page containing your entry, we do not store any other details about you. Business entries can only be edited by the coordinators and you will be contacted annually to confirm that you still require the entry and that it is accurate.
If you wish to make any amendments please let us know by contacting us via. firstname.lastname@example.org If your business is holding any events, open days or the like we would be happy to add these to the events calendar if you let us know the details.
All entries for clubs, societies and businesses are displayed in alphabetical order.
The website and GDPR
The Information Commissioner states “The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier. This definition provides for a wide range of personal identifiers to constitute personal data, including name, identification number, location data or online identifier.”
It follows that the website will inevitably contain some personal data. To comply with the GDPR explicit consent must be obtained for personal data to be displayed lawfully. The GDPR applies to ‘controllers’ and ‘processors’. “A controller determines the purposes and means of processing personal data. A processor is responsible for processing personal data on behalf of a controller.”
It is not clear in the context of the village website who would constitute the controller since there can only be one such person, together with a deputy, per organisation. Since there are currently 7 people with editing rights of their own pages plus the two coordinators it follows we cannot all be controllers. It is likely that the two coordinators tasked with the job of maintaining the village website at a public meeting in the village would be considered the controllers in law. This may be presumptuous but in the absence of any other opinion it is the approach we have chosen to adopt and in order to comply with the GDPR we suggest the following should be adopted. If the guidance is not followed then in order to comply with the GDPR the coordinators reserve the right to remove posts accordingly.
The request for an entry, together with confirmation from you that the entry is satisfactory will be taken to constitute consent to publish. If the entry contains names, e-mail addresses, real addresses, telephone numbers etc of people who are not the proprietors of the business or if photographs of people are included in the entry you will be asked to confirm that they have given consent to their publication and the entry will be endorsed, by us, with the words “Consent obtained for publication by – X Y” where X Y represent the name of the person confirming to us that consent has been obtained.
Clubs and societies
The request for an entry, together with confirmation from you that the entry is satisfactory will be taken to constitute consent to publish. If names, e-mail addresses, real addresses, telephone numbers and so on are included in the entry the person requesting the entry will be asked to confirm they have obtained consent from all those people so named. This e-mail will be retained by the coordinators.
Photographs of people posted on a village website at village events constitute personal data as it may lead to people being identified who may not wish to be. If a club or society wishes to post photographs of people explicit consent must, therefore, be obtained from those in the photographs and this must be confirmed to the coordinators by e-mail by the person wishing to post them, before we will publish them. This e-mail will be retained and we will endorse the entry containing the photographs with the words “Consent obtained for publication by – X Y” where X Y represent the name of the person confirming that consent has been obtained.
Editors responsible for editing the pages of their own club or society will also be expected to confirm that consent has been obtained from those in the photographs and the entry containing the photographs should be endorsed by them with the words “Consent obtained for publication by – X Y” where X Y represent the name of the person confirming that consent has been obtained.
You should consider very carefully whether it is appropriate to post photographs of children. The photograph of a child might be sufficient for an abusive and estranged parent to identify where that child is now living. It is vital therefore if photographs of children are to be posted that parental consent is obtained. It should not be assumed that such a situation could not exist in Child Okeford.