Home Energy Efficiency Programmes Expression of Interest 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 do we need your personal information and what do we do with it?

You are giving us your personal information to allow us to note your interest in the proposed project, you can withdraw at any time including withdrawing your data, and consequently, all processing will stop.

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 the performance of a task carried out in the public interest by the council and necessary for the performance of a contract with you (or to take steps to enter into a contract with you) 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.

We also need to process more sensitive personal information about you for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as outlined by law.

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.

Your data will be sourced from the Private Landlord Register for eligible landlords who can apply for this scheme.

Your personal data will be shared with the following Third Parties:

• Home Energy Scotland Who will arrange to contact you to discuss the project if the project and contracted work proceeds.
   
• Social Enterprise Direct if either:
   
  • You have chosen on the form that you would like to hear more information about their advice service to save money on your fuel bills, or
     
  • whilst having chosen on the form not to be contacted initially about their energy advice service, your data will be shared with Social Enterprise Direct should you decide to proceed with the energy efficiency works.  Following further communication from the council outlining the financial cost to owners, and your agreement to participate in the project, your personal data will be shared with Social Enterprise Direct who will offer to provide energy and fuel saving advice.
    
    Your personal data will not be shared with Social Enterprise Direct if you chose on the form not to have them contact you and you do not respond to further communication from the council to participate in the project.
     
• If the project proceeds and a contractor has been appointed, your data will be shared with the appointed contractor in order for you to enter into an agreement with the contractor. 

You will be informed by the council when a contractor has been appointed, and you will be given an opportunity to give additional consent for your data to be shared with the appointed contractor for the purposes of entering into an agreement with the contractor to carry out work as per the programme.

All data received for the enquiry will be shared via email and will be kept on secure drives.

How long do we keep your information for?

We only keep your personal information for the minimum period amount of time necessary.  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.  

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

For this process your data will be held by Glasgow City Council for 5 years from a) completion of any contractor's work or b) from submitting your data if no contractor's work is agreed and carried out after which it will be destroyed.  

You have the right to ask for further information and/or to withdraw your interest at any point, without having to give a reason and without any consequences since no formal agreement has been entered into.

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, although this will also mean that the enquiry process cannot continue.  

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.

Please be aware that withdrawing your personal data after receiving a response to your enquiry means you will not be able to enter into an agreement with an appointed contractor, unless you choose to re-apply and re-submit your personal data.

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 note their interest in the proposed project, and we will only contact them to confirm whether or not they are interested in proceeding with an enquiry for which you applied on their behalf.

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.