Renewable Energy Fund - privacy notice

The personal information you give to us through any of our forms relating to the East Renfrewshire Renewable Energy Fund and any other personal information we hold about you in this context will be processed by us (East Renfrewshire Council, Eastwood Park, Giffnock, G46 6UG) for the administration of Grant and Business Support Services and funding applications for the provision of those services.

Your information is processed to help us administer and provide community funding support. It's also used to ensure you get any funded programmes you're entitled to. Your information may also be shared with other departments within the council and other organisations for the same purposes and also to:

• check the information we have is accurate
• prevent and / or detect crime
• protect public funds

Other organisations include:

• bodies responsible for auditing or administering public funds
• Scottish Government
• other local authorities
• Scottish Power Renewables
• Audit Scotland
• Community Planning Partnership within East Renfrewshire

We processe your information to perform a task carried out in the public interest, the performance of a contract and in the exercise of official authority, namely the task of administering the grant scheme.

Without the correct information we may not be able to process funding for grant programmes and support and you may not get benefit from the support programme which you're applied to. If we ask you to give specific information in order to assess the grant or support package you've applied for and you don't give this information we'll be unable to progress your application for support.

Through our support and grants process, we collect your organisational details. Within our forms we collect data for contact purposes and to verify identity. This may include some personal data as below and you give this information as a representative / authorised person completing the forms on behalf of your organisation. Such personal information may include:

• your name
• your organisational name
• your email address which may contain your name

We may need to see a copy of your identification such as a driving licence or passport but won't keep a copy or information from these documents.

We'll hold your information from the end of the year it was given for a period of 6 years. Your information will be destroyed under confidential conditions after this period.

Your information will be accessed by our staff who need to do so to administer grant and support services and funded programmes you may apply for. If such administration is given on our behalf by an external agency, that agency will also have access to your information. This includes:

• Scottish Government
• other local authorities
• Scottish Power Renewables
• Audit Scotland
• the East Renfrewshire Community Planning Partnership 

We also need to ensure proper administration of its funds so details will 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 within the council
• bodies responsible for auditing or administering public funds
• other councils
• public sector agencies
• governmental departments and other private companies or entities such as credit reference agencies or service providers

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

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.