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Privacy policy

East Renfrewshire Council's Privacy policy statement

East Renfrewshire Council gathers and processes information to deliver services to citizens and communities in East Renfrewshire, to carry out our statutory functions and ensure that;

  • services can be delivered effectively and efficiently
  • employment relationships with our employees are managed.

We will do this in accordance with the Data Protection Act 2018 and in compliance with our obligations we are registered as a data controller with the Information Commissioner's Office (ICO) under registration Z7145991. 

What is Personal Data?

Personal data is information about a living person that means we can work out who they are such as name, address, telephone number, date of birth, bank details etc. This can include written letters, emails, and photographs, audio and video recordings. 

Some data is called special category data. This means it is more sensitive and we have to look after it more carefully. This includes details of ethnic origin, religious beliefs, sexual orientation, trade union membership, health data, and biometric (e.g. fingerprints, facial recognition) and genetic (e.g. DNA) data. 

Why we collect, use and store your information

We are required to process personal data lawfully and our Data Protection Policy sets out our commitment as to how we will comply with the Data Protection Act 2018.

As a local authority, the council has a lawful basis for the gathering and processing of information;

  • where necessary for the delivery of services
  • to ensure that we undertake our statutory functions and public task, when required to do so by law including those relating to diversity and equalities.
  • to safeguard public safety
  • where there is a risk of harm or in emergency situations

Where we need your consent we will ask for it. For some services, we need to use your personal data to get in touch with you and deliver services.

We use your data to:

  • provide council services and anything we must do by law
  • undertake our regulatory, licensing and enforcement roles, which we have to do by law
  • make payments, grants and benefits and spot fraud
  • listen to your ideas about our services
  • tell you about council services

If personal data is subject to an Automatic Decision Making process (by a computer) then we will inform you of this in our individual Service Privacy Notices. Any Automatic Decision Making results will be subject to a final decision by a council officer.

Providing personal information

To ensure that your personal information is reliable, accurate and update, it is expected when providing personal information that you;

  • provide us with accurate information
  • inform us as soon as possible if there are any changes to your personal information

Steps we take to keep your personal data safe and secure

We have a responsibility to keep your information safe and we respect your privacy. All council employees are required to undertake data protection and information security training to ensure that personal data is processed in accordance with data protection principles.

We will not disclose personal information to third parties for marketing purposes without your consent or use your personal data in a way that may cause unwarranted detriment.

Information is processed by the council in the UK or in the EU. However, we will inform you within our Services Privacy Notices of any instances where this may not be the case.

How long we keep your personal data

There are factors that can affect how long we keep your personal data for and these include:

  • your personal data rights
  • where a record including your information forms evidence gathered as part of an investigation
  • where a record including your information is selected for permanent preservation

We will only hold your personal data for as long as is necessary for business purposes or if we are required to keep it by law. You can find out how long we keep information and data within our Retention Schedules which can be accessed here.

Information sharing

Within the Council we may share your information between our services

  • so that the information held about you is up to date
  • to allow us to improve our services to you.

We may also need to share your information with other people and organisations who will carry out activities on our behalf. Where this happens we will ensure adequate protection by ensuring contracts and sharing agreements are in place that define the security controls that stipulate data is held safely and securely.

Fraud detection and prevention

We are required by law to protect the public funds we administer and there are circumstances under which we are legally required to disclose information. These purposes are

  • performing statutory enforcement notices
  • disclosures required by law
  • detecting/preventing crime and/or fraud
  • auditing and/or administering public funds

We may share information provided bodies responsible for auditing or administering public funds, in order to prevent and detect fraud. Organisations include

  • the Cabinet Office
  • DWP
  • other local authorities
  • HMRC
  • Audit Scotland
  • the Police

Emergency resilience

We may use data matching to help the Council identify people who need additional support or if a potential incident affects East Renfrewshire Council. This may also require us to share information with partner organisations to respond to the incident.

Council services privacy notices

You can find out more details about how our services use your personal data within their separate privacy notices.

Your rights

You have certain rights over your personal data. Some of these rights are only available in certain circumstances and is usually dependant on the legal basis upon which we hold your data.

Depending on why we need to process your personal data, you will have rights to how your information is used. You will find further information about how our various services use your personal data within our Services Privacy Notices.

The Council has a lawful basis for the gathering and processing of information necessary for the delivery of critical services. You have the right to request that we stop processing your personal data in relation to any Council service. However, this may cause delays or prevent us delivering a service to you. 

Where possible, we will seek to comply with such requests but this may not be possible where the Council is required to do so by law, to safeguard public safety, where there is a risk of harm or in emergency situations.

Where we rely on your consent to process information you have the right to withdraw this consent at any time. Details of how to withdraw your consent will be given to you at the time you provide your consent.

You can ask to see what data we hold about you and ask to be sent a copy. This is called a Subject Assess Request. 

Subject Access Requests will be free of charge. However, where a request is manifestly unfounded or excessive then we may ask for a reasonable fee to cover administrative costs associated with your request.

We will endeavour to respond to enquiries within 30 days of their submission and if the matter is complex we may need more time, however you will be informed of this.

You can also ask us to:

  • correct your data if you think it is wrong (Right to Rectification)
  • erase your personal data in certain circumstances (Right to Erasure)
  • stop using your data if you think it is wrong or we shouldn't have it , until its put right or deleted (Right to Restriction)
  • stop using your data if you think we no longer should be using it (Right to Object)
  • transfer the information you gave us from one organisation to another, or give it to you. This right only applies if processing is based on consent or under, or in talks about entering into a contract and the processing is automated (Right to Data Portability)
  • consider any complaint you have about how we have used your data.

In addition you have the right to:

  • not be subject to a decision which is based solely on automated processing if the decision affects your legal rights or other equally important matters. For example e-recruiting practices without human intervention.
  • understand the reasons behind decisions made about you by automated processing and the possible consequences of the decisions
  • object to profiling in certain situations, including direct marketing.

Requests for information or complaints

Please consult our data protection pages for details of how to submit a request for your personal data.

Should you wish to make a complaint about how your personal data or information has been managed you can contact our Data Protection Officer, Rose Johnston by email to dpo@eastrenfrewshire.gov.uk or write to:

Data Protection Officer

East Renfrewshire Council

Council Headquarters

Eastwood Park

Giffnock, G46 6UG

For independent advice or to lodge a complaint about data protection, privacy and data sharing issues, you can contact the ICO at:

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire SK9 5AF

Tel: 03031231113 or by email to casework@ico.org.uk

You can visit their website here to learn more about you data rights.

Links to other Websites and Cookies

Where we provide links to other websites, we are not responsible for the content as these are provided purely as a courtesy. We accept no liability in respect of the content nor the availability of the linked websites. You should read their privacy notices to learn how they deal with your information.

Cookies are pieces of data that are often created when you visit a website. Further information about why we use cookies can be found within the link below.  

Changes to this Privacy Statement

We will keep our privacy notice under regular review to reflect changes in our services, feedback from our service users and to comply with changes in the law. 

This notice was last updated on 5 July 2019.


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