Estates Management privacy notice

We need your personal information to allow us to carry out the activities mentioned above.

We will use your information:

• to correspond with you regarding any application you make to purchase/lease/use of any council land/property, or during the course of any subsequent property transaction that the council enters into with you
• to correspond with you regarding any encroachment onto or un-authorised use of council land and/or buildings
• to verify the accuracy of the information that you provide - this may involve contacting other council departments
• to obtain relevant information in relation to land/building transactions from Local/national government bodies and utility companies
• when instructing the council’s solicitors in relation to any land transaction it enters into with you or in cases where the council enforces its rights as land/property owner
• to process applications/enquiries for the purchase/sale/use of land with elected representatives, and other council departments including (but not limited to) Education, Roads, Planning, Housing, Grounds Maintenance as appropriate

We carry out these activities as part of our statutory functions as a local authority. We also process your personal information in order to perform a contract with you or to take steps to enter into a contract with you.

The lawful basis for processing personal data is set out in Data Protection legislation.

In this case the lawful basis for processing individuals’ data is Article 6 (1) (b) of the UK General Data Protection Regulation (UK GDPR) as the processing is necessary for the performance of a contract to which the data subject is party, Article 6(1)(c) as the processing is necessary for compliance with a legal obligation; and Article 6(1)(e), because your personal information is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council. 

Your personal data may be shared internally with authorised officers of the Council if having access to personal data is a necessary part of their roles and to ensure records are accurate and up to date. It may also be shared with other relevant Council departments where applicable. The Council may also share your personal data with third parties, where we are under a legal obligation to do so. For example this may be with Police or other Registered Professional Bodies.

The Council is required by law to protect public funds against fraud. It may share personal data with other relevant Council departments and third parties responsible for auditing and administering public funds, or who otherwise have responsibility for preventing and detecting fraud.

We are also legally obliged to share certain data with public bodies, such as HMRC and will do so where the law requires this.

Your information is also analysed internally to help us improve our services. This data sharing is in accordance with our Privacy Policy and covered in our full Privacy Statement on our website.

If you provide information about other people, please make sure that you inform them that you have given their information to East Ayrshire Council.

If they would like further information on how the Council will use their personal information, they can visit our Privacy Statement.

We will only keep your information for the minimum period necessary. After this time, information is deleted/destroyed in accordance with Council approved retention schedules.

Please see our corporate retention schedule (PDF 814 KB) which explains how long we keep information for.

It is important that we hold accurate and up to date information.  If any details have changed, or change in the future, then individuals should ensure that they inform East Ayrshire Council as soon as possible so that they can update their records.

East Ayrshire is the Data Controller for the personal data collected for this purpose. You have legal rights about the way the Council handles and uses your personal data. These include the right to ask for a copy of it, to ask us to correct it and to ask us to stop doing something with your personal data. As so far as the legislation permits, you also have the right to request the deletion of your data, and to object to the processing.

For more information about these rights, please see our Privacy Statement.

If individuals have a concern about the way the Council is collecting or using their personal data, they should raise their concern in the first instance with the Council’s Data Protection Officer.

You can contact the Council’s Data Protection Officer by:

• email at: information.governance@east-ayrshire.gov.uk 
• telephone on 01563 57 6094

You also have the right to make a complaint to the Information Commissioner's Office. They are the body responsible for making sure organisations like the Council handle your personal data lawfully.