Privacy Notice - Letting

Privacy notice

Who will process?

The personal data you provide to us through any of our forms relating to letting of Council premises and also any personal data we collect about you (“The Personal  Information”) will be processed by East Dunbartonshire Council (“the Council”) 12 Strathkelvin Place, Kirkintilloch, G66 1TJ for the administration and booking such lets within East Dunbartonshire Council premises.

You can contact the Council on:
0300 123 4510

Why it will be processed

The Personal Information will be used by East Dunbartonshire Council to process applications and administer lets of Council premises.

It will also be used to:

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

Who will have access to the Personal Information?

The Personal Information will be accessed by Council employees carrying out these purposes and may also be shared with other departments within the Council and other organisations such as bodies responsible for auditing or administering public funds, public sector agencies, governmental departments, regulatory and law enforcement bodies including Police Scotland and the Scottish Fire and Rescue Service, private contractors / suppliers used by the Council and bodies carrying out data matching exercises.

Set out below are examples of who we share the Personal Information with and why:

Example 1:

SPIE UK (Facilities Management). This organisation provides facilities management within the Public Private Partnership (PPP) secondary schools within East Dunbartonshire. Information will be shared with SPIE to ensure that their staff on site have access to up to date letting information to allow lets to be administered on site and to allow persons who have booked a particular venue access to the premises.

Example 2:

The Council’s accounts are required to be audited by the Accounts Commission. The Personal  Information may be shared with the Accounts Commission or any auditors they appoint as part of the audit under section 97B of the Local Government (Scotland) Act 1973.

What is the Council’s lawful basis for processing the Personal Information?

The use of the Personal Information is necessary:

  • in order to take steps to form a contract of let with you; and
  • for the Council to comply with its legal obligations under the following legislation:-
  • The Local Government (Scotland) Act 1973 (to ensure proper administration of the Council’s financial affairs (including the detection and/or prevention of fraud) (and providing such information as necessary to the Accounts Commission);
  • the Public Finance and Accountability (Scotland) Act 2000 (disclosure of data to Audit Scotland for data matching)

Do I have to provide the Personal Information?

You do not have to provide the Personal Information to us. Without the correct information however we will not be able to process your application for a let of Council premises and may not be able to corm a contract with you.

How long will you keep the Personal Information?

East Dunbartonshire Council uses the Scottish Council on Archives Records Retention Schedules to manage the amount of time the Council keeps information.

If you are searching SCARRS, the Reference which covers the Personal Information for the Letting of Premises is : 19.004.001 (Business / private hire applications)

We will hold the Personal Information from the end of the current year for which the application for let has been made, for a period of 5 years. The Personal Information will be retained for the minimum period necessary.  The Personal Information will then be destroyed after this period.

What are my rights?

  • Right of Access

You have the right to access the personal information 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 you 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.

  • Right to rectification

You have the right to request the Council correct any information held about you that is inaccurate

  • Right to erasure

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

  • Right to restrict processing

You have the right to request that the Council stops using your personal information, while retaining a copy of it.

Who do I contact if I have any concerns and / or complaints?

You have the right to complain to the Information Commissioner’s Office should you be unhappy with the way we have processed the Personal Information. Details on how to report a concern.

ICO Head Office Address:  Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113

Regional Scottish Office Address: 45 Melville Street, Edinburgh, EH3 7HL
Tel: 0303 123 1115

Should you have any questions or concerns about our handling of the Personal Information you can also contact Our Data Protection Officer:
Karen Donnelly
Data Protection Officer
East Dunbartonshire Council
12 Strathkelvin Place
G66 1TJ

Tel: 0300 123 4510