Scotland Loves Local (SLL) Gift Card Scheme Privacy statement

Who are we

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.  Contact details for our Data Protection Officer can be found on our website at www.glasgow.gov.uk/privacy.

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

Households in receipt of Council Tax Reduction as of 1 June 2022 are eligible for the Scotland Loves Local (SLL) gift card scheme. We therefore need to access your Council Tax account to check whether you are eligible for the scheme. More information on this can be found here:  https://www.glasgow.gov.uk/index.aspx?articleid=22998

In addition, you may need to provide your personal information to enable us to activate your SLL gift card on your behalf. We will use your information to verify your identity.  We may also contact you by email, or telephone if we are unable to activate your SLL gift card.

Where possible, new IT systems and the development of existing IT systems will make use of system generated or anonymised data in test environments. However, there may be circumstances in which test environments, their users and their developers appointed by Glasgow City Council, such as CGI, may be required to utilise your personal data in a test environment. In such circumstances, Glasgow City Council require that development and test activity comply with data protection legislation, taking reasonable steps to protect your personal data.

Legal basis for using your information

The Council will only process your information when it is lawful to do so. Processing your information is necessary in order for us to deliver the SLL gift card scheme which is part of our public task as a local authority.

Who do we share your information with?

We are legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose.  We are 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 proportionate.  Information is also analysed internally in order to provide management information, inform service delivery reform and similar purposes.  This is in accordance with the council's Information Use and Privacy Policy, the privacy statement set out in full on our website, and the provisions of our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011.

To provide you with efficient services, we will sometimes share your personal information with external organisations involved in delivering services on our behalf. In this case, the Council has appointed Miconex Ltd. to produce and distribute gift cards on our behalf. We will share your contact details (your name and address) with them to allow them to do this efficiently. Miconex Ltd. may also share your data with additional contractors involved in the development of their website and distribution of the gift cards.

We will only share your information with organisations who have sufficient measures and procedures in place to protect your information and can meet their legal obligations under data protection legislation. These requirements will be set out in contracts or information sharing agreements.

How long do we keep your information for?

The council maintains a records retention and disposal schedule which sets out how long we hold different types of information for.   This is available on the council's website at www.glasgow.gov.uk/rrds or you can request a hard copy from the contact address below.

Your rights under data protection law

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

Correcting your information- We want to make sure that your personal information is accurate, complete and up to date, and 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 consider that we no longer require the information for the purposes for which it was obtained
• You have validly objected 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 require 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 about you that we hold or assessing the validity of any objection you have made to our use of your information.  The 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 to validly exercised, 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.

Please contact us in any of the ways set out above if you wish to exercise any of these rights.

Complaints

If you do not have access to the internet you can contact us on 0141 287 1055 to request hard copies of any of the above documents.

We aim to directly resolve all complaints about how we handle personal information.  However, you also have the right to lodge a complaint with the Information Commissioner's Office.  Contact details for our Data Protection Officer and for the ICO can be found on our website under www.glasgow.gov.uk/privacy.

More Information

For more details on how we process your personal information visit www.glasgow.gov.uk/privacy