What information do we need?
Argyll and Bute Council will act as the ‘Data Controller’ in regard to the personal data you provide to us. The Data Protection Officer’s contact details are: Iain Jackson, Governance and Risk Manager, Governance and Law, Kilmory, Lochgilphead PA31 8RT; Tel: 01546 604188; Email: iain.jackson@argyll-bute.gov.uk and data.protection@argyll-bute.gov.uk.
Unless specifically agreed with you, we will only collect personal data about you which does not include any special categories of personal information about you (also known as ‘sensitive personal data’). The information will however include details such as your name, address and e-mail address and personal mobile telephone number and/or personal home telephone number.
Why we need this information?
We need to know this basic personal data to carry out one of the Council’s Estates services listed in the table below. If you do not provide this information then we will be unable to provide any of those services to you. We will not collect any personal data from you that isn’t needed for delivery of those services. The table also list information on the legal basis for collecting the information.
The lawful basis for collecting your information in the circumstances listed below is that the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
| We need to know this basic personal data for | Legal basis for collecting the information |
|---|---|
| The negotiation and acquisition of property by the Council through Purchase, Transfer, Compulsory Purchase or Donation | Part VI - Local Government (Scotland) Act 1973 |
| The negotiation and acquisition of property by the Council through a Lease | Part VI - Local Government (Scotland) Act 1973 |
| The disposal of property by the Council through Sale, Transfer or Donation | Part VI - Local Government (Scotland) Act 1973 |
| The lease of property by the Council to a third party (including ongoing management/rent reviews/sub-lets/assignations /termination of lease) | Part VI - Local Government (Scotland) Act 1973 |
| Ongoing management of Council property | Part VI - Local Government (Scotland) Act 1973 |
| For management and agreement of servitudes and wayleaves | Part VI - Local Government (Scotland) Act 1973 |
| Freedom of information requests | Freedom of Information (Scotland) Act 2002 |
| The negotiation to deliver Property Development projects | Part VI - Local Government (Scotland) Act 1973 |
| Distribution of Sales or Lease Particulars | Part VI - Local Government (Scotland) Act 1973 |
What we will do with your information?
All the information we collect from you will be processed by staff in the United Kingdom.
Your information will be shared with the recipients or categories of recipients below:
Other sections within Argyll and Bute Council including Customer Services, Development and Infrastructure and Community Services and any other relevant council officers or external contractors necessary to carry out any of the services which Estates provide and are listed in the table above. All the information we collect from you will be processed by staff in the United Kingdom.
How long will we keep your information
We will usually keep your information for a minimum of the number of years outlined in the retention period column in the table below for each service, after this period it will be destroyed under secure arrangements if it is no longer required for the lawful purpose for which it was obtained.
| Reason information collected | How long information kept for |
|---|---|
| The negotiation and acquisition of property by the Council through Purchase, Transfer, Compulsory Purchase or Donation | 20 years assets over £50k; 5 years assets under £50k from disposal of property; 5 years where property not acquired from closure of negotiations |
| The negotiation and acquisition of property by the Council through a Lease | 20 years assets over £50k; 5 years assets under £50k from expiry of lease; 5 years where property not leased |
| The disposal of property by the Council through Sale, Transfer or Donation | 20 years assets over £50k; 5 years assets under £50k from disposal of property |
| The lease of property by the Council to a third party (including ongoing management/rent reviews/sub-lets/assignations /termination of lease) | 20 years assets over £50k; 5 years assets under £50k from expiry of lease; 5 years where property not leased from closure of negotiations |
| Ongoing management of Council property | 20 years assets over £50k; 5 years assets under £50k |
| For management and agreement of servitudes and wayleaves | Retain |
| Freedom of information requests | 3 years from completion of request |
| The negotiation to deliver Property Development projects | 6 years from Project Close |
| Distribution of Sales or Lease Particulars | 20 years assets over £50k; 5 years assets under £50k |
More information on our retention schedule is provided on the Council website (www.argyll-bute.gov.uk ) or can be provided in paper format on request to data.protection@argyll-bute.gov.uk.
You should also be aware that your data will be stored on servers located within the United Kingdom; the data will not be processed outside the European Union. We will take all reasonable steps to ensure that your data is kept securely and more information on how we do this is provided on the Council website (www.argyll-bute.gov.uk ) or can be provided in paper format on request to data.protection@argyll-bute.gov.uk
Automated Decision Making
The information you provide will not be used for automated decision making purposes.
Your Rights
When you provide information to the Council, you will have the following rights:
- to withdraw consent at any time, where the legal basis specified above is consent
- to lodge a complaint with the Information Commissioner’s Office
- to request access to your personal data
- to data portability, where the Legal basis specified above is i) consent or ii) performance of a contract
- to request rectification or erasure of your personal data, as so far as the legislation permits
What other purposes would we like to use your information for?
None