Privacy statement for Community Wishes
Who we are:
Dundee City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at City Square, Dundee, DD1 3BY and you can contact our Data Protection Officer by post at this address, by email at: infogov@dundeecity.gov.uk, and by telephone on 01382 434206.
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 gather and moderate small project requests and link these with our and partners contracted providers who have a requirement to deliver community benefit outcomes as part of their contracts or developments. We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records. We will also want to advertise details of project delivered and supported provided to your organisation through out map of delivered projects, in marketing materials and reporting documents.
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 at www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-services/privacy-statement. Processing your personal information is necessary for the performance of a task carried out in the public interest by the council. In addition the Community Wishes programme is delivered as part of the Community Benefits programme. The Procurement Reform Act 2014, defines community benefits as contractual requirements imposed by the contracting authority which improve the economic, social or environmental wellbeing of an area. Sharing of data between recipient and contractor is a necessary requirement to ensure the delivery of Community Benefit activity which will result in real and tangible results for communities in Dundee. 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.
In time we plan to expand our portal to allow other public sector organisations to request their contracted providers to deliver wishes as part of their community benefit requirements. This will ensure that the people of Dundee receive maximum benefit from public procurement. This may include other public sector anchor partners including but not limited to colleges and universities.
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 will retain wishes for a period of one year in the first instance. We will contact you to see if you still want the wish to remain in the portal after that period. If a wish is selected, evidence about the delivery of the wish including photographs will be displayed on the ‘wishes delivered ‘map for the period of the portals operation. The purpose of this information will be to encourage and inspire other people to submit wishes.
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.
- Data Portability - you can ask us for a copy of your information so that you can re-use it and we will provide it in a machine-readable format. This is a qualified right, which means it only applies in certain circumstances and only relates to information you have given directly to us.
- 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
- 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.
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 Dundee City Council. We will only use this information to facilitate the delivery and evidencing of the community wish submitted by you or your organisation If they want any more information on how we will use their information they can visit our web site at https://www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-services/privacy-statement or email infogov@dundeecity.gov.uk.
Complaints:
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, who can be contacted by post at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at- https://ico.org.uk/concerns
More information:
For more details on how we process your personal information visit www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-services/privacy-statement
If you do not have access to the internet you can contact us via telephone to request hard copies of our documents.