Corporate digital standards 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

We gather information to direct customer requests to the appropriate service(s).  This allows us to efficiently handle incoming online enquiries.

When we are handling a general enquiry or service request we will let you know what types of information we are asking for and why.  For example this may include:

• your name
• your contact details
• information about other people within your household which we need to make a decision
• information relating to accessing your property
• addition information/comments that relate to your enquiry or request

Special Category Information

Some of the information we collect may be what the data protection law calls “special categories” of information.  Special Categories include information about someone’s:

• race
• ethnic origin
• politics
• religion
• trade union membership
• genetics
• biometrics (where used for ID purposes)
• health
• sex life
• sexual orientation

GDPR Article 6(1) (e) processing is necessary for the performance of a task carried out in the public interest.

Any special category data captured will be in relation to the specific services requirements under GDPR Article 9(2)

When you complete an on-line form for a service request or general enquiry we gather information to ensure your expectations are being met by the service. 

When you respond to any customer surveys we will collect and analyse the responses you give us to help us improve our service.  We will not process any data that is included in any response to a survey that could identify an individual.

The data will be recorded within the Council’s electronic management system and supporting legacy systems.

The length of time we need to keep information will depend on the purpose for which it is collected.  We will not keep your information for any longer than is needed.

The data will be received electronically by the Customer Service Team in the first instance.  The data will be recorded within the Council’s electronic management system and electronically passed to the relevant service for action.

Any enquiries or request for service received by customers, Elected Member(s), or MP/MSP will be electronically stored in electronic management systems.

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.