Who are we?
Dundee City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at City Chambers, 21 City Square, DD1 3BY United Kingdom.
If you would like to contact our Data Protection Officer about a data protection matter, you can find the relevant contact details on the Data Protection page of our website.
Why we need your personal information and what we do with it?
You are giving us your personal information to allow you to apply for funding from the Early Evening Pilot Fund. It is an essential requirement as part of the funding process. We will also use your information to contact you where necessary, to process and to administer your application during both the application phase, and if successful, the delivery phase.
We also use your information to verify your or your organisation’s identity where required, to contact you by post, email or telephone and to maintain our records.
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 . Processing your personal information is necessary for the performance of a task carried out in the public interest by the council.
The Council will process all data according to the provisions of the Data Protection Act 2018 and the UK General Data Protection Regulation 2018 (UK GDPR) and all applicable laws and regulations relating to processing of Personal Data and privacy, including, where necessary, the guidance and codes of practice issued by the Information Commissioner and any other relevant data protection regulations (together “the Data Protection Legislation (as amended from time to time)”).
The Data Protection Legislation sets out when we are lawfully allowed to process your data. The lawful basis that applies to this processing is Article 6 (1) (e) of the UK GDPR; in practice, administration of Prosperity Fund matters from start to finish is a task carried out in the public interest and under official authority vested in the Council– the data you supply in and within your Expression of Interest is necessary for the performance of this task.
If you do not provide us with the information we have asked for then we will not be able to process your note of interest or application form.
Who do we share your information with?
Your information will be shared with relevant teams within Dundee City Council. This will include colleagues in Finance to allow for payments to be made to you.
Your details will also be shared with:
- Colleagues across Dundee City Council who will carry out assurance checks on all applicants and future claims for those who are successful.
- Any external auditors brought in to look at the delivery of the Early Evening Pilot Fund
- Any organisation brought in to support the monitoring and evaluation of the programme.
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.
How long do we keep your information for?
We only keep your personal information for the minimum 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.
The information collected as part of this application process will be kept for a period of 6 financial years plus the current one as is standard practice for financial documents.
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.
- 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
- you have a genuine objection to our use of your personal information
- our use of your personal information is contrary to law or our other legal obligations.
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 note their interest in the proposed project, and we will only contact them to confirm whether or not they are interested in proceeding with an enquiry for which you applied on their behalf.
If they want any more information on how we will use their information they can visit our website or contact us by email.
Complaints
We aim to directly resolve all complaints about how we handle personal information. If your complaint is about how we have handled your personal information, you can contact the Council's Data Protection Officer by Email or by Phone on infogov@dundeecity.gov.uk or 01382 434206
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
Phone: 0303 123 1113 (local rate) or 01625 545 745 or visit their website