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Ukrainian Support Team Host Roadshow Photography Privacy Notice

Ukrainian Support Team

Host Roadshow Photography Privacy Notice 

When you agree to have your photograph taken as part of a Host Roadshow Event 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 this and 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 (UK GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data will we collect from you?

The personal data we will collect includes:  

  • First Name
  • Photographic images
  • Signature

How will we use your information?

Your first name and photographic image will only be used for the purposes explained in the Council's photography agreement form which you will be required to complete. You will also be able to provide anonymous quotes that reflect your experience which will be used to promote the Event.

What is the legal basis for using/sharing your information?

Our legal basis for processing your personal data is you have freely given your consent to the processing of your personal data for one or more specific purposes as described in the completed photography agreement form.  You can withdraw your consent in whole or in part at any time.  If you wish to withdraw your consent, please let us know by contacting We will ensure we no longer use your image in the future, should you choose to withdraw consent.

Who will we share your information with?

To promote the success of our Host Roadshow Events your first name and photographic image(s), depending on the purpose you have agreed to, may be posted online through Council Social Media platforms e.g. Twitter, Instagram, Facebook. Images may also be distributed through the Council's South Ayrshire Live Magazine. Please note once information has been shared it cannot be unshared. For example, if you have agreed that we can use your image on social media or in a magazine, we cannot retract that use.

How long do we keep hold of your information?

We will keep your personal data for a period of three years, or less if you chose to withdraw your consent.  We will seek to refresh your consent every three years.  Please note, that if your image enters the public domain it cannot then be deleted by the Council, e.g. if it is used in a magazine.

What are your rights?

You 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;
  • erase your personal information in certain circumstances.

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

What are the consequences of failing to provide personal information? 

If you do not wish us to take your photographic image, you will still be able to provide an anonymous quote(s) that reflect your experience which will be used to promote the Event.

What about Automated Decision- Making?

Our service does not use automatic decision making.

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 the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square
KA7 1DR 

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 Council's 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