Registration Services privacy notice

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.

Individuals provide personal information to allow us to provide the above services. Personal information will include:

• name
• address
• date of birth
• gender
• ethnicity
• nationality

We also use information to verify identity where required, contact you by post, email or telephone and to maintain our records.

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:

• contract - the processing is necessary for a contract
• legal obligation - the processing is necessary to comply with the law

Data protection legislation defines Special Category Data as data relating to the processing of personal data regarding:

• racial or ethnic origin
• political opinions
• religious or philosophical beliefs
• trade union membership
• processing of:
  • genetic data
  • biometric data
  • data concerning health
  • data concerning a person’s sex life or sexual orientation

Registrars will have a requirement to process some types of Special Category Data and in particular Racial, ethnic origin, or nationality information for monitoring purposes or for legal requirements.

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

We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes.

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

We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate. Your information is also analysed internally to help us improve our services. This data sharing is covered in our  Privacy Statement. It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011.

Includes sharing information with:

• Home Office and other immigration authorities
• National Records of Scotland
• Police Scotland
• Department of Work and Pensions

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.

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 Registrars as soon as possible so that they can update their records.

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.