Estates - Privacy Statement

A new data protection law was introduced on 25th May 2018. As a result, we've updated our Privacy Notice to make it easier for you to find out how we use, process and protect your information.

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.

Why do we need to know this basic personal data?
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.

Why and how long information kept
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

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