Scheme for the establishment of community councils — 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

The scheme of establishment for Community Councils is set up under Local Government Act. Every 3 or 4 years (dependent on other elections) citizens are asked to form community councils across the Council area.
Citizens must submit a nomination form (with a proposer and a seconder) and meet criteria to be eligible for consideration.

The nominations are used to check eligibility in terms of age and residence. This is checked against electoral register. The forms and checks are undertaken by the Governance Team.

Details are then used to communicate either with all community councillors, the office bearers or named contact.

Personal data is about Citizens wishing to become Community Councillors.

Personal Data Used

• Name
• Address
• Phone Number
• Email address

We process personal data necessary to help us comply with a legal obligation.

Personal data obtained directly from the applicants The Governance Team deal with the formal nomination and checking process then pass the details of community councillors to the Community Engagement Team to manage the daily operations of the Community
Councils.

Council website has names and addresses of all Community Councillors and also who the office bearers are for each Community Council.
Data is kept electronically on the Council network and in email.

For the duration of the Community Councillor’s tenure, normally 3 to 4 years. If Community Councillor resigns, personal data removed from all records immediately.

If other public sector bodies wish to communicate with Community Councils, then the communication is sent out from the Community Engagement Team.

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.