Community Planning Partnership - Working for Wallacetown Privacy Notice

When you contact the Working for Wallacetown Team to seek community advice and guidance on information and services available in the Wallacetown area we will require to collect some personal information from you.

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?

If you decide to engage with the services we are providing for residents of Wallacetown and surrounding areas, we may need to collect some personal information from you. We may need information relevant to various customer enquiries with regards to services, assistance and support available. We will collect this personal data on our Resident Referral Form. The personal data we will routinely collect is your:

Essential Data	You have the option to also provide us with additional personal data, to help us provide you with the best possible support. We will only gather the minimal amount of information we need to provide you with this, e.g.
Name	Income Source
Address	Date of Birth
Email Address	Health Conditions
Home/mobile telephone number	Disability
	Gender (provision of this data is optional)
	Ethnicity
	Housing Tenure
	Dependants

How will we use your information?

We will only collect the personal information we need to provide advice, signposting and information to customers on services, support and assistance available to residents in the Wallacetown area. We will use the information you choose to provide to us to liaise with service colleagues and partner organisations, as required to respond to customer enquiries and requirements:

To provide information to relevant agencies who deliver services and support to our customers
To create record of customer requests for audit purposes, and provide full history of services delivered to customers

We will only use your email address and mobile phone number to contact you about your enquiry.

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

Processing is necessary under the terms of the UK GDPR for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller, as per Article 6(1) (e) of the UK GDPR, and the task or function has a clear basis in law. The services we provide are underpinned by the powers delegated to us to advance well-being under Part 3 of the Local Government (Scotland) Act 2003.

Special category data

For some activities, we also need to process more sensitive personal information about you known as special category data, for example health information. Processing is necessary for reasons of substantial public interest as set out in Article 9(2) (g) of the UK GDPR and meets a condition in Part 2 of Schedule 1 of the Data Protection Act 2018.

Who will we share your information with?

To enable us to provide advice and to signpost you on to services available, we may share some of your information relevant to the support and assistance you require with the following services, colleagues and other relevant agencies. Examples of where we may share your information would be to support you with health or housing-related matters, to assist you with volunteering; to provide information on activities; to identify fire risks, crime or safety concerns in your area. This will enable the relevant services to respond to your identified needs. Information sharing with the undernoted third parties would be on a case-by-case basis:

South Ayrshire Council (e.g. Housing Operations, Thriving Communities, Education, Building Standards, Waste Management, Environmental Health)
Housing Service Providers, (e.g. SeAscape, Ayr Housing Aid Centre)
South Ayrshire Health and Social Care Partnership
NHS Ayrshire & Arran
South Ayrshire Drug and Alcohol Partnership
Department for Works and Pensions
Skills Development Scotland
Scottish Fire and Rescue
Police Scotland
Riverside Community Trust
The Energy Agency
Voluntary Action South Ayrshire

The above list is not exhaustive, as staff may be asked on an ad hoc basis to signpost or provide advice relating to other external bodies. Should this occur staff will record that the resident has agreed to this data sharing.

How long do we keep hold of your information?

We keep your personal data for no longer than reasonably necessary. Your information will be retained in line with our 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
To provide advice and to signpost you to relevant services	Last Correspondence	Current year plus 1 year

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, if we are processing your data under public task (Article 6 (1) (e)) we are not required to:

§ erase your personal information in certain circumstances.

§ enable the right to data portability

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

§ correct your personal information if it is inaccurate;

§ complete your personal information if it is incomplete; and

§ 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 are the consequences of failing to provide personal information?

Failure to provide this information may result in the Working for Wallacetown Team being unable to assist you with your enquiry or provide you with more specific support to meet your needs.

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 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
Ayr
KA7 1DR

Email: DataProtection@south-ayrshire.gov.uk
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 (https://ico.org.uk/for-the-public/):

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT

Email: Scotland@ico.org.uk
Telephone: 0303 123 1115