This notice is provided for clarification on what information we need in order to provide an outdoor service to East Ayrshire residents.
Greener Communities maintain over 5.5 million square metres of amenity open space. This includes the upkeep of:
- play parks
- cemeteries
- sports pitches
- urban rights of way
- miscellaneous items
Greener Communities also includes the Streetscene services which cover grounds maintenance and street cleaning.
They also maintain trees and provide support to allotment groups and undertake all duties relating to Bereavement Services, work together with colleagues in our Enforcement Team, and where appropriate remove fly-tipping on Council land and support local communities in partnership with Vibrant Communities.
It is necessary for the Council to gather, collect, store and process personal information to assist in the running and provision of these services.
We put measures in place to protect the privacy of individuals throughout this process.
Responsibility for your information
All personal information is held and processed by East Ayrshire Council in accordance with the Data Protection law.
For information on the role of the Data Controller, Data Protection Officer and contact details for the Council, please refer to our Privacy Statement.
What personal information we need and why
We will collect personal information about you or your household composition (partner or dependants), such as:
- your name
- address
- telephone number
- email address
- date of birth
We will use this information to provide assistance with regards to Outdoor Services. We will check some of the information with other sources to ensure the information provided is accurate.
If this information is not provided it may affect our ability to process an application or provide a service.
Lawful basis for processing personal information
The lawful basis for processing personal data are set out in Data Protection legislation. In this case the lawful basis for processing individuals’ data are:
- Legal obligation – the processing is necessary for the Council to comply with the law.
- Public task – the processing is necessary to perform a task in the public interest or for official functions, and the task or function has a clear basis in law.
- Contract – the processing is necessary for the performance of a contract.
The information is required by the Council in order to carry out its duties under the Local Government Scotland Act 2003 and associated Regulations including:
- Environmental Protection Act 1990 (EPA)
- Code of Practice on Litter and Refuse (Scotland) 2006
- The Food and Environment Protection Act 1985 (FEPA)
- Health and Safety at Work Act 1974
- Control of Pesticides Regulations 1986 (COPR)
- The Control of Substances Hazardous to Health Regulations 2002 (COSHH)
- Water Resources Act 1991
- EC Groundwater Directive (80/68/EEC)
Special category data
Data protection legislation defines Special Category Data as data relating to processing of personal data regarding:
- racial or ethnic origin
- political opinions
- religious or philosophical beliefs
- or trade union membership and the
- processing of:
- genetic data
- biometric data
- data concerning health
- data concerning a person’s sex life or sexual orientation
We will have a requirement to process some types of Special Category Data and in particular racial or ethnic origin information for monitoring purposes.
Lawful basis for processing Special Category Data
The processing is necessary for reasons of substantial public interest. This is on the basis of Union or Member State law which shall be proportionate to:
- the aim pursued
- respect the essence of the right to data protection
- provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject
Who we will share your information with
To enable us to provide these services we may share information under our legal obligations with partner organisations, including:
- Health & Social Care Organisations such as NHS Ayrshire & Arran and East Ayrshire Health & Social Care Partnership
- Police Scotland and other criminal investigation agencies
- Scottish Public Services Ombudsman
- The (UK) Information Commissioner
- External Regulators
- Scottish Government
We will also make any disclosures required by law and may also share information with other bodies responsible for:
- detecting or preventing fraud, or
- auditing and administering public funds
National fraud initiative
The Council is required by law to participate in the National Fraud Initiative (NFI) data matching exercises and information may be provided to the Cabinet Office for NFI purposes and will be used for cross-system and cross-authority comparison for the prevention and detection of fraud.
How long we keep your information
We will only keep your information for the minimum period necessary.
After this time, information is deleted/destroyed in accordance with our Council approved Retention Schedule (PDF 814 KB) which explains how long we keep information for.
Providing accurate information
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 Greener Communities as soon as possible so that they can update their records.
Individuals' data protection rights
Under data protection legislation, individuals have the right to request access to information about them that the Council holds.
Individuals also have the right to:
- object to processing of personal data that is likely to cause, or is causing damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
- in certain circumstances, transfer their data to another organisation (data portability)
How to contact us
Individuals can contact us:
- regarding their data protection rights and the processing of their data
- if they have a concern about the way the Council is collecting or using their personal data
They should raise their concern with our Data Protection Officer in the first instance. Contact details can be found on our Privacy Statement.