Community Asset Transfer Enquiry Privacy Statement

Who we are?

Glasgow City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at City Chambers, George Square, Glasgow G2 1DU, United Kingdom.  

You can contact our Data Protection Officer by Post at this address, by Email, or by Phone on 0141 287 1055.

Why we need your personal information and what we do with it?

You are giving us your personal information to allow us to process your initial enquiry about a possible Community Asset Transfer either on behalf of yourself or on behalf of a community group.

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

Legal basis for using your information

We provide these services to you as part of our statutory function as your local authority. You can find more details of our role on our website.  Processing your personal information is necessary for performance of of a task carried out in the public interest by the council, and on the basis of your consent. 

If you do not provide us with the information we have asked for then we will not be able to provide this service to you.

Who do we share your information with?

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 in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website.  It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011.

As you are giving us your data as part of an initial enquiry, we will not be sharing your data with anyone outwith the council for anything other than for this purpose.  However, in the unlikely event that it becomes necessary to share your data with external third-parties as part of your initial enquiry, we will contact you to explain why your data requires to be shared, and who with. You will be given the opportunity to consider this and for your consent to be given for this additional sharing.

How long do we keep your information for?

We only keep your personal information for the minimum period amount of time necessary, in this case for a maximum one year after we have responded to you, and it will be held on a spreadsheet in a secure server.  Sometimes this time period is set out in the law, but in most cases it is based on the business need.  We maintain a records retention and disposal schedule which sets out how long we hold different types of information for.  

If your enquiry leads to an application for a Community Asset Transfer, a separate data collection process will be activated. None of your data you've submitted for your enquiry will be used in a future application and a separate Privacy Statement will be issued.

You can view this on our website or you can request a hard copy from the contact address stated above.

Your Rights Under Data Protection Law

Access to your information

You have the right to request a copy of the personal information that we hold about you.

Correcting your information

We want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.

Deletion of your information

You have the right to ask us to delete personal information about you where:

• you think that we no longer need to hold the information for the purposes for which it was originally obtained
• we are using that information with your consent and you have withdrawn your consent - see Withdrawing consent to using your information below
• you have a genuine objection to our use of your personal information - see Objecting to how we may use your information below
• our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information

You have the right at any time to tell us to stop using your personal information for direct marketing purposes. 

Restricting how we may use your information

In some cases, you may ask us to restrict how we use your personal information.  This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. 

This right might also apply if we no longer have a basis for using your personal information but you don't want us to delete the data.  Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to use your information

Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose(s) for which consent was given.  However, withdrawing your consent will also mean that we cannot proceed with your enquiry if you withdraw your consent before a response is given.

Please contact us as stated above if you wish to exercise any of these rights.

Information you have given us about other people

If you have provided anyone else's details on this form, please make sure that you have told them that you have given their information to Glasgow City Council. We will only use this information to your initial enquiry about a possible Community Asset Transfer either on behalf of the person whose details you gave, or on behalf of a community group.

If they want any more information on how we will use their information they can visit our website or contact us by email.

Complaints

We aim to directly resolve all complaints about how we handle personal information. If your complaint is about how we have handled your personal information, you can contact the Council's Data Protection Officer by Email or by Phone on 0141 287 1055.

However, you also have the right to lodge a complaint with the Information Commissioner's Office, who can be contacted by post at: 

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

Phone: 0303 123 1113 (local rate) or 01625 545 745 or visit their: website

Please note if your complaint is not about a data protection matter or concerns the handling of personal information please contact us using the Complaints Procedures in place.