1. Who we are
The Clerk is a weekly email briefing for people who run, administer and govern town and parish councils in England and Wales. It is operated by Sophie Buck, a sole trader trading as The Clerk (“we”, “us”, “our”). We are the data controller for the personal data described in this policy.
Contact: hello@theclerk.co.uk
ICO registration: 00014807577
2. What data we collect and why
Newsletter subscribers
When you subscribe we collect your email address, and any optional name, council, organisation or role information you choose to provide. We use it to send the briefing you requested, personalise it and understand engagement with it.
Lawful basis: consent under UK GDPR Article 6(1)(a). You can withdraw consent at any time using the unsubscribe link in any email or by contacting us.
Website enquiries
If you contact us, we collect your contact details and the contents of your message so we can respond. Our lawful basis is our legitimate interest in responding to enquiries you send us.
Sponsors and prospective sponsors
We hold business contact details to manage sponsorship enquiries and relationships. Our lawful basis is legitimate interests, or performance of a contract where an agreement is in place.
3. What we do not do
- We do not sell your personal data.
- We do not give subscriber lists to sponsors or anyone else.
- Sponsors receive only aggregate statistics, not individual subscriber data.
- We do not make automated decisions with legal or similarly significant effects.
4. Service providers and international transfers
We use beehiiv Inc. to manage subscribers, send emails and measure newsletter performance. beehiiv acts as our processor for subscriber data. Data may be processed in the United States. beehiiv’s Data Protection Addendum incorporates safeguards for UK transfers, including the UK International Data Transfer Addendum where required. See beehiiv’s privacy policy and Data Protection Addendum.
We also use a secure cloud hosting provider to make this website available. We may disclose information where required by law.
5. Email analytics
Our emails contain standard tracking that tells us whether an email was opened and which links were clicked. We use this to measure engagement, improve the briefing and report aggregate statistics to sponsors. Blocking remote images in your email client normally prevents open tracking.
6. How long we keep data
- Subscribers: while you remain subscribed. After you unsubscribe, your address is retained on a suppression list so we do not email you again.
- Enquiries: up to 24 months after our last exchange.
- Sponsor records: for the relationship plus six years where needed for tax or contractual records.
7. Your rights
Under UK GDPR you may have the right to access your data, correct it, have it erased, restrict or object to processing, receive portable data and withdraw consent. You have an absolute right to object to direct marketing.
Email hello@theclerk.co.uk to exercise a right. We will normally respond within one month. You can also complain to the Information Commissioner’s Office at ico.org.uk or 0303 123 1113.
8. Security
Access to subscriber and enquiry data is limited and protected by the security controls of our service providers. We use appropriate access controls and encrypted connections.
9. Changes
We will post changes on this page and update the date above. Significant changes will be flagged in the newsletter.