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UK Community Renewal Fund: South Ayrshire Council Privacy Notice

Read the privacy notice for the UK Community Renewal Fund.

When you apply for UK Community Renewal Fund support you will need to provide us with some personal information.

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your personal information is used/processed, and what it is used for.

This statement provides more details about how your personal information is used/processed, and what it is used for. It provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General Data Protection Regulation 2016 (UK GDPR) and supplemented by the Data Protection Act 2018.

What personal data will we collect from you?

We will only collect the personal information we need to provide you with relevant information, services and support. The personal data we will collect includes:

Essential Application DataAdditional Data (if different from essential data)
NameBid Manager's Name
AddressSenior Responsible Officer's Name,
Telephone Number and Email Address
Telephone Number 
Email Address 

How we will use your information

Your personal data is being collected as an essential part of the UK Community Renewal Fund bidding process, so that we can contact you regarding your bid submission and for monitoring purposes. We may also use it to contact you about matters specific to the Fund. We will submit successful bids to the UK Government's Ministry of Housing, Communities and Local Government (MHCLG). Further details of how the MHCLG process your personal data can be found here.

What is the legal basis for processing your personal data?

How we are sharing/using your personal data will determine the legal basis the council is relying on, processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller as per Article 6 (1) (e) of the UK GDPR underpinned by the UK Internal Marketing Act 2020.

Who will we share your information with?

As part of the process of selecting and monitoring the UK Community Renewal Fund, South Ayrshire Council may share your personal data with relevant internal services and Government Departments including:

  • South Ayrshire Council, Financial and Legal Services
  • Ministry of Housing and Local Government (MHCLG)
  • Other Local Authorities where collaboration of delivery efforts across Local Authority Boundaries adds value to deliver

We may also share your data with specific specialist consultants who may be involved in the assessment and bid development process.

We are legally obliged to safeguard public funds, so we may be 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, including data matching under the National Fraud Initiative.

We are also legally obliged to share certain data with other public bodies, such as other local authorities or HMRC and will do so where the law requires this. In order to meet our legal obligations and to promote openness and transparency around the use of public funds.

How long do we keep hold of your personal data or criteria used to determine
the retention period?

As part of the monitoring process, we will contact you regularly to ensure our records are up to date. We keep your personal data for no longer than is reasonably necessary. Your information will be retained in line with South Ayrshire Council's Corporate Records Retention Schedule as follows:

Purpose we collect
your personal data
Trigger - event that prompts
start of retention period
How long we
hold your data
Application to UKCRFIf successful, closure of bidding
2 years
Application to UKCRFIf unsuccessful, closure of bidding
process for audit purposes
6 months

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. For example, some rights will not apply, in this case we are not required to:

  • erase your personal information.
  • enable the right to data portability

However, you do have the following rights and can ask us to:

  • correct your personal information if it is inaccurate;
  • complete your personal information if it is incomplete;
  • restrict the processing of your personal information in certain circumstances

You also have the right to object to the processing of your personal information.

What about sending data overseas?

Your data will be held within South Ayrshire Council's secure network and premises and will not be processed outside of the UK. Access to your information will only be made to authorised members of staff who are required to process it for the purposes outlined in this privacy notice.

What about Automated Decision- Making?

The Council does not use profiling or automated decision-making. Some processes are semi-automated (such as data matching for the prevention or detection of fraud), but an actual person will always be involved before any decision is reached affecting any individual.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by us relating to you, or if you have any general data protection queries, please contact the Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square

Telephone: 01292 612 223

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner:

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk

Telephone: 0303 123 1115