Closure and Hardship Fund Privacy Notice

Who we are:

East Dunbartonshire Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at 12 Strathkelvin Place, Kirkintilloch, G66 1TJ. You can get in touch by post, e-mail (customerservices@eastdunbarton.gov.uk) and telephone (0300 123 4510). You can find more details about this local authority on our website at www.eastdunbarton.gov.uk.

Why do we need your personal information and what do we do with it?

You are giving us your personal information to allow us to determine whether your business is eligible to receive funding from the Coronavirus Support Fund, and to administer that funding to your business. We will also use your information to verify your identity where required, contact you by post, e-mail or telephone and to maintain our records.  This local authority is administering the Scottish Government Coronavirus Business Support Fund.

Legal basis for using your information:

Processing your personal information is necessary for the performance of a contract with you (or to take steps to enter into a contract with you). If you do not provide us with the information we have asked for then we will not be able to provide this service to you.

The Local Government (Scotland) Act 1973 (to ensure proper administration of the Council’s financial affairs (including the detection and/or prevention of fraud)

The Public Finance and Accountability (Scotland) Act 2000 (to carry out data matching exercises to assist in the prevention and detection of fraud and other crime)

Who do we share your information with?

We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes.  We are also legally obliged to share certain data with other public bodies, such as other local authorities or HMRC and will do so where the law requires this. In order to meet our legal obligations and to promote openness and transparency around the use of public funds, grant recipients should be aware that details of these payments may be disclosed. This disclosure may include the name of the payee and the date, sum, and subject of the payment.  We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.  Your information is also analysed internally to help us improve our services.  This data sharing is in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website. It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011.

Your information will be shared with the Scottish Government for the purposes of determining your application and administering it.  The Scottish Government or individual local authorities may publish a full list of properties against which either a small business grant or a Retail, Hospitality and Leisure grant has been paid.

How long do we keep your information for?

We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need. The information you provide will be held for a period 6 years after your application is received.

You have the right to:

•           Access Personal Data Held About You;

You have the right to access the personal data the Council holds about you. This right is called a Subject Access Request, often referred to as a SAR.

You can receive a copy of your personal data held by the Council, details on why it is being used, who it has been/ will be shared with, how long it will be held for, the source of the information and if the Council uses computer systems profile or take decisions about you. Details on how to submit a Subject Access Request can be found here. https://www.eastdunbarton.gov.uk/council/data-protection/subject-access-...

•           Rectification of  Personal Data;

You have the right to request the Council correct any personal data held about you that is inaccurate.

•           Erasure of Personal Data

You have the right to request that the Council deletes personal data about you. This is known as the right to be forgotten.

You can request erasure of personal data in certain circumstances for example: i) the personal data is no longer necessary for the purpose it was collected; ii) it is  being processed unlawfully; iii) the personal data has to be erased due to a legal obligation the Council is subject to.

•           Restrict Processing

You have the right to request that the Council restrict processing your personal data if: i) you think the personal data is inaccurate; ii) the processing is unlawful; iii) the Council no longer need the personal data but you may need it for legal purposes; or iii) you object to the Council processing for the performance of a public interest task  or the official authority vested in the Council.

•           To Object

You have the right to object to the Council’s use of your personal data. The Council will have to demonstrate why it is appropriate to continue to use your personal data.

Information you have given us about other people:

If you have provided anyone else’s details on this form, please make sure that you have told them that you have given their information to East Dunbartonshire Council. We will only use this information to process and administer your claim. If they want any more information on how we will use their information they can visit our website at www.eastdunbarton.gov.uk/council/privacy-notices/guide-your-rights-under-gdpr or call 0300 123 4510.

Complaints:

We aim to directly resolve all complaints about how we handle personal information. The Council’s Data Protection Officer is Karen Donnelly who can be contacted on the below noted details:

12 Strathkelvin Place
Kirkintilloch
G66 1TJ

Email: DPO@eastdunbarton.gov.uk

Tel: 0300 123 4510.

However, you also have the right to lodge a complaint about data protection matters with the Information Commissioner's Office, who can be contacted by post at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at- https://ico.org.uk/concerns