The following data will be collected from members solely to conduct membership support activities and to effectively communicate with members.
The data specified will be collected at the point of where the member applies to and joins the club. The data collected will solely be used for the purposes described. Data will be kept for up to 7 years.
The data collected will be maintained in a data register (e.g. Excel Workbook) and will be password protected. The D&DC Treasurer and Secretary will have access to the records.
The D&DCC will be notified of any serious breach of GDPR rules and policies immediately and corrective remedial action will be taken. Members impacted by any serious breach will be notified and informed of what personal data has been placed at risk.
DARVEL & DISTRICT COMMUNITY COUNCIL
Data Privacy Statement
This notice relates to the personal data processed by Darvel & District Community Council.
Community Councils were established under the Local Government Scotland Act 1973 which was superseded by the Local Government etc (Scotland) Act 1994.
It is necessary for the Community Council to gather, collect, store and process personal information to assist in the running and provision of the Community Council. The Community Council puts measures in place to protect the privacy of individuals throughout this process.
Who is responsible for your information?
The Community Council is registered as a Data Controller with the UK Information Commissioner’s Office. All personal information is held and processed by the Community Council in accordance with Data Protection law.
What information do we need and why?
Members of the Community Council discharge the duties and functions of the Community Council.
The Community Council will collect personal information about their membership. This information will include information such as :
- Name, Address, Telephone number, email address and attendance at meetings
The Community Council may also receive representation from local residents regarding local issues or issues specific to the local resident. As such the Community Council may hold information that will include :
- Details about the local resident’s household composition (about themselves, their partner or dependants), such as, their name, address, telephone number, email address, age or date of birth, and issues specific to the local resident or their household;
If this information is not provided it may affect the Community Council’s ability to progress an issue raised by the local resident. For example, should the Community Council introduce a Friends of Darvel lottery scheme, then it will be necessary to maintain personal information of those who sign up for the scheme in order to maintain membership and contact details. The required information is contained in Appendix C of the White Paper outlining the scheme.
What is the lawful basis for processing the data ?
The lawful basis for processing personal data are set out in Data Protection legislation. In this case the lawful basis for processing individuals’ data are:
- Legal obligation – the processing is necessary for the Community Council to comply with the law
- Public task – the processing is necessary to perform a task in the public interest or for official functions, and the task or function has a clear basis in law.
Special Category Data
Data Protection legislation defines Special Category Data as data relating to the processing of personal data regarding racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership and the processing of genetic data, biometric data, data concerning health or data concerning a person’s sex life or sexual orientation.
Community Councils may have a requirement to process some types of Special Category Data and in particular:
- health information when representing local residents and dealing with issues that they raise.
Who will we share your information with?
If a local resident contacts the Community Council about an issue then the Community Council may pass their personal information on to a third party in the course of dealing with the enquiry, such as the Local Authority (an elected member and/or council officers), Government Agencies, Public Bodies, NHS, Police and Regulators.
Any third party that the information is shared with, is obliged to keep the details securely, and to use them only for the basis upon which they were originally intended.
How long do we keep your information?
For as long as necessary to deal with the matter that has been raised. Some matters will be retained and revisited to provide the best service and representation for local residents, from whom Community Councils may continue to receive correspondence or enquiries.
Providing accurate information
It is important that the Community Council holds accurate and up to date information. If any details have changed, or change in the future, then individuals should ensure that they inform the Community Council as soon as possible so that they can update their records.
Individuals’ data processing rights
Under data protection legislation, individuals have the right to request access to information about them that the Community Council holds.
Individuals also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means;
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
- in certain circumstances, transfer their data to another organisation (data portability)
- object to automatic processing, including profiling
Individuals can contact the Chair of the Community Council regarding their data protection rights, the processing of their data, or to request access to information the Community Council holds about them.
If individuals have a concern about the way the Community Council is collecting or using their personal data, then they should raise their concern in the first instance with the Chair of the Community Council.
The Community Council will aim to directly resolve all complaints about how they handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner’s Office, who can be contacted by post at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at- https://ico.org.uk/concerns
Updated September 2018