Roads and transportation - privacy notice

We need your information to provide services, carry out our statutory duties and issue permits.

The information provided by you will be used by us (East Renfrewshire Council) to record details of the road or street lighting fault which you've reported and to keep you updated about the status of the fault. We're unable to keep you updated without your name and contact details.

Data Protection law sets out the lawful basis for processing personal data. In processing your personal data for the purposes of recording road details or street lighting faults our lawful basis is legal obligation - the processing is necessary for roads and transportation services to meet with law, and 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. The main laws are:

• Roads (Scotland) Act 1984
• New Roads and Street Works Act 1991
• Road Traffic Regulation Act 1984
• Transport (Scotland) Act 2005
• Road Traffic Act 1988
• Road Traffic Act 1991
• Road Safety Act 2006
• The Local Authorities' Traffic Regulations Order (Procedures) (Scotland) Regulations 1999
• The Stopping Up of Roads and Private Accesses and the Redetermination of Public Rights of Passage (Procedure) (Scotland) Regulations 1986

You'll have to provide your information if you require any permits or permissions from our department. For example:

• applying for a road opening, occupation or skip permits
• applying for a drop kerb
• applying for a road closure or other road restriction
• applying for a bar marking
• applying for a disabled persons parking place

You'll need to provide your information if you wish to object or comment on any advertised Road Orders.

You don't have supply any personal information to submit fault reports but we'll be unable keep you updated.

The amount and type of personal data Customer Services collects from you when you contact us will depend on why, how and the service you need. We collect the information you give to us when you do the following:

• Complete a form on our website
• Send us an email
• Phone us
• Come to see us at our office

Our retention policy can be viewed within our Retention Schedule (PDF) [2MB] (opens new window)  under Transport and Infrastructure.

Your information will be accessed by our staff who need to do so to administer the views that you have expressed or in connection with the project or event concerned. We also need to ensure proper administration of its funds so details may be checked internally for fraud prevention and verification purposes. Information is also analysed internally in order to give management information and inform future service delivery.

Your information may also be shared with:

• other departments
• other councils
• public sector agencies
• governmental departments
• other private companies or entities in connection with the assessment of the views that you've expressed or in connection with the project or event concerned

We also generally meet requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.

Your information may be shared with third parties (including Glasgow City Council) for appeals and enforcement, with police and security organisations to prevent or detect crime, DVLA to pursue Penalty Charge Notices or Charge Notices, shared with IT providers and data processors, and debt management partners for recovery of outstanding amounts.

Your information will be shared with third parties via the Scottish Road Works Register. These parties will consist of utility companies and their contractors linked to their works. This is to create a record any permits that have been issued that affect the road network. Your information will be used as a contact to assist with the co-ordination of roadworks and is needed to complete any permit application.

Depending on why we need to process your information you'll have rights to how your information is used. More information about your rights, including the circumstances in which they apply, can be found within our main privacy policy.

If you've concerns about the processing of your personal data by us, you can contact our Data Protection Officer at dpo@eastrenfrewshire.gov.uk.

For independent advice about data protection, privacy and data sharing, visit the Information Commissioner's Office (ICO) website (opens new window).

Please contact us if you need this information in an alternative format.

This notice will be kept under regular review and was last updated on the 16/02/2021.