Council, Committee and Panel Meetings Privacy Notice

Find out how Stirling Council uses personal data by checking the Council’s website at the following address:

https://www.stirling.gov.uk/privacy-statement/

Our website contains a Register of Data Processing which lists all the different ways
in which the Council uses personal data.

This Privacy Notice provides more information about just one of those processes.

The Council has a Data Protection Officer to make sure it is complying with data protection laws.

They can be contacted at:

Data Protection Officer
Stirling Council
Old Viewforth
14-20 Pitt Terrace
Stirling
FK8 2ET

Email: dataprotection@stirling.gov.uk
Telephone: 01786 404040

Council, Committee and Panel meetings are now recorded and made available online in response to adopting a hybrid meeting approach since Covid.

Information is being collected in order to promote democratic engagement, improve accessibility and openness of our decision making process.

Recordings of Council meetings may also be used for internal training in order to ensure that Council meetings are run in accordance with relevant procedure and protocol.

The personal information we may gather and use includes name, contact details, e-mail address, IP address, video images, voice/audio and photographs and any other personal information you provide during the course of the meeting.

Exempt items will not be recorded, this will include special category information and criminal offence data.

Data Protection legislation sets out when we are lawfully allowed to process your personal data. The lawful basis we are relying on for this processing is Article 6(1)(e) of the UK GDPR which states that processing is necessary for the performance of a task carried out in the public interest.

The Local Government (Scotland) Act 1973 contains provisions which govern local authority meetings and which extend to Committee meetings.

Personal data is obtained from physical presence, images of those joining remotely, name plates, and on-screen name tags of those joining remotely.

Stirling Council will use your personal information when you view/attend/participate in an online meeting or attend a meeting in the Council buildings.

In paper format, and in electronic format on the council network.

A live recordings will be made available on the Council internet site. The recording will also be stored on the recording system Public-i.

Recordings will be retained for a period of 6-months from the date of the relevant meeting. During this period recordings will be publicly accessible via the Council’s website.

We share your information with Elected Members and other Stirling Council services.
The recording will be done through our processor Public-i. The live recording will be available to members of the public.

You have the following rights under data protection laws. If you have a request under any of these rights, you can make a subject access request.

• The right of access – You have the right to request information we hold about you. This is known as a subject access request and is free of charge. We must respond within one month, although this can be extended to three months if the information is complex.
  
  
• The right to rectification - You are entitled to have your information rectified if it is factually inaccurate or incomplete. We must respond to your request within one month. If we decide to take no action, we will tell you why and let you know about your right of complaint to the UK Information Commissioner
  
  
• The right to erasure - You have the right to ask us to delete your information or stop using it. It will not always be possible for us to comply with your request, for example, if we have a legal obligation to keep the information. If we decide to take no action, we will tell you why and let you know about your right of complaint to the UK Information Commissioner.
  
  
• The right to restrict processing - You have the right to restrict how your data is processed in certain circumstances, for example, if the information is not accurate. If a restriction is applied, we can retain just enough information to ensure that the restriction is respected in future. We must tell you if we decide to lift a restriction on processing.
  
  
• The right to data portability – You have the right to object to processing, if we are processing your personal data with your consent, and it is held in a structured, commonly used, machine-readable form, you have a right to ask us to transmit it to another data controller so they can use it. This right does not apply if we process your personal data as part of our public task.
  
  
• The right to object - You can object to your information being used for profiling, direct marketing or research purposes.
  
  
• You have rights in relation to automated decision making and profiling - to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to complain about or comment on how we have processed your personal information, you should email dataprotection@stirling.gov.uk

If you are still unhappy with how the council handled your complaint, you can contact the UK Information Commissioner's Office at:

The Information Commissioner,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire SK9 5AF

Phone: 0303 123 1113

You can find further information on the Information Commissioners Office website.