Privacy Policy

Tarbolton Community Council is a local authority established under the Local Government (Scotland) Act 1953. Tarbolton Community Council is the data controlled (contact details below). This means it decides how your personal data is processed and for what purposes. the Community Council is registered with the Information Commissioner’s Office as a data controller – ZB341660

Contact the Data Controller

• Email: DataProtection@tarboltoncc.co.uk
• Phone: 07496 894 956

Your personal date – what is it?

Personal data Is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016 (GDPR) and supplemented by the Data Protection Act 2018

What Information will we Collect from You?

We need you to give us your personal information in order to provide services to you as a sub-organisation of South Ayrshire Council and a local authority of the Tarbolton Area. We collect personal information about you in many ways. In most cases we collect data directly from you, in person, by telephone, on a paper or online form, or by email and letter. However, there will be cases when we receive information about you from someone else, or from one of our partners.

We collect different categories of personal information, depending on the service we provide to you.

We also use your information to verify your identity when required, contact you by post, email or telephone and to maintain our records.

For several areas of activity, we also receive information from third parties. In the main this is from other public authorities, such as the police and court services, HM Revenues and Customs and the Department of Work and Pensions. However, it could also be from other local authorities and from members of the public. Our service specific privacy notice gives further detail on what kind of information is collected about you

When we collect information from you, we will ensure we comply with the data protection principles:

• We will only collect information that we need.
• We won’t keep your information for longer than we need it.
• We will tell you why we need your information and what we will do with it.
• We will keep your personal information secure.
• We will keep your information up-to-date.
• We will not use the information for a different purpose than the one we told you about (unless we have to do so by law)

How will we use your information?

We need to process personal information about you to enable us to provide services and meet our legal obligations, dealing with planning and licensing applications.

It will sometimes be necessary to process personal information to protect individuals from harm or injury, to prevent and detect crime, to comply with legal orders and duties, and to provide information in accordance with a person’s rights.

We also have a duty to manage public funds, prevent and detect fraud so we may share the information you have provided with relevant bodies as is permitted by law.

Sometimes, we may need to keep your personal information within the Council’s Archives for evidential and historical reasons, or use it for research and statistical purposes.

What is the legal basis for processing (using) your information

We will only process your information when there is a lawful reason to do so:

• It is required by law.
• It is necessary to provide a Community Council service.
• It is necessary as part of a contract.
• You have given us permission to do so.
• We have a legitimate interest to do so.

Who will we share your information with?

To provide you with efficient services, we will sometimes share your personal information between teams within the Council, and with external partners and agencies involved in delivering services on our behalf, or alongside us. We may also provide personal information to third parties, but only where it is necessary to comply with the law or where it is allowed by data protection law.

We have a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.

By way of example, we may share your information with:

• NHS
• Police Scotland
• Department for Work and Pensions
• His Majesty’s Revenue and Customers (HMRC)
• Voluntary organisations and care providers

Our service specific privacy notices give further information about the organisations with whom we may share personal information.

We will only share info

What are my rights?

You can ask the Community Council to:

• Rectify your personal information if it is inaccurate.
• Access your personal information held by us.
• Complete your personal information if it is incomplete.
• Restrict the processing of your personal information in certain circumstances.
• Erase your personal information in certain circumstances.
• Right to object to the processing of your personal information.

You also have in certain circumstances, the right to data portability, which means that you have the right to ask the Community Council to provide you with your personal information in a commonly used and machine-readable format.

How to complain

If you’re unhappy with how we’ve used your data, you can complain to the Information Commissioner’s Office (ICO)

Changes to this policy

We may change this privacy policy. In that case, the ‘last updated’ date at the top of this page will also change.