What information do we need?
Argyll and Bute Council will act as the ‘Data Controller’ for the personal data you provide to us. The Data Protection Officer, who is responsible for ensuring personal data is managed in accordance with data protection legislation, can be contacted as follows:
Address: Iain Jackson, Governance and Risk Manager, Argyll and Bute Council, Governance and Law, Kilmory, Lochgilphead PA31 8RT.
Email: Iain.Jackson@argyll-bute.gov.uk or data.protection@argyll-bute.gov.uk
Telephone: 01546 604188 or 01546 605522
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 include details such as your name, address, e-mail address (if applicable) and telephone/mobile number(s).
Why we need this information?
Your information is being collected to provide the Trustees appointed by Argyll and Bute Council, who serve on a Common Good Fund (CGF), with information to allow them to consider your application for funding.
We need to know this basic personal data in order to measure your application against the distribution guidance and grant criteria thus allowing trustees to make an informed decision on your application for funding. If you do not provide this information then we will be unable to provide those services to you. We will not collect any personal data from you that isn’t needed for delivery of those services.
The lawful basis for collecting your information in these circumstances is:
Public task: The Common Good Act 1491 stipulates that Local authorities have a legal duty to “have regard to the interests of the inhabitants to which the common good related”. The property and funds held by Argyll and Bute Council generate revenue funds from investment and rental income and are distributed annually to organisations who are able to demonstrate that they can meet the fund criteria.
What we will do with your information?
From the point of your application being made we will retain the information provided on your application form, making this available to the appointed trustees of the Common Good Fund (CGF), and where applicable any formally appointed observers. Information regarding the banking details of your organisation may be supplied to our accountancy contractor for the purposes of making payment (only where the grant application has been successful). The name of your organisation and amount awarded will be published in the minutes from meetings of the CGF and will appear on the Council’s website. We will use your information to acknowledge receipt of your application, to contact you about the outcome of your application and to make payment of any grant awarded. Where you are successful in obtaining funding you will also be required to provide and end of project monitoring form which is part of the application process. Where this has not been completed or does not meet the satisfaction of trustees of the CGF we may use your data to either remind you of this requirement or to recover any fund paid out which are inconsistent with the original application.
You should be aware that your data will be stored on servers located within the United Kingdom. We will take all reasonable steps to ensure that your data is kept secure and more information on how we do this can be provided by contacting the Data Protection Officer (contact details can be found above).
How long will we keep your information?
We will keep your information for 6 years, after which it will be destroyed under secure arrangements. More information on our retention policy can be obtained from the Data Protection Officer (contact details can be found above).
Automated Decision Making
No automated decision making will take place
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 (see details below)
- 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 far as the legislation permits
To find out further details about any of these rights, please contact the Data Protection Officer.
Information Commissioner’s Office
The ICO is the UK’s independent body set up to uphold information rights.
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk