Introduction
This Privacy notice explains what happens with any Personal Data we gather from you. This may be in your capacity as a supplier to us, as a contact to whom we wend information about our events and activities or as a recipient of any service we provide.
The notice deals with how we use your data in relation to:
- Any business relationship between us
- Enabling you to attend our events and use our services
- Notifying you of events and our marketing activities to you; and
- Your use of our Website
We recognise our obligations under data protection legislation and we are strongly committed to keeping your Personal Data safe and secure.
You should read this notice so that you understand how we will handle your Personal Data. Our aim is to only use and hold your data in the way you’d reasonably expect us to. We reserve the right to amend this Privacy notice from time to time. Where we do amend this notice, we will notify you by posting a prominent notice on our website.
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 21 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.
Dundee & Angus Convention Bureau (DACB) within City Development work with hospitality/industry partners and leading institutes to advance social and economic progress for Scotland and the region of Dundee, Angus, Fife and Perthshire through the platform of business events.
Why we need your personal information and what do we do with it?
We only ask for the minimum personal data necessary to provide the service you request or are entitled to, and in most cases, includes but is not limited to, your name and contact details and other personal data required. The purpose of processing is the service or entitlement for which the information is being collected, and your personal data will not be used for another purpose, unless further specified on the form collecting the information, or otherwise provided to you as appropriate, or as provided for by law. Please refer to the specific purposes on the form for further processing of your information. We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.
If you submit any personal information about other people to us or to our service providers (e.g. business colleagues), you represent that you have the authority to do so and to permit us to use their personal information in accordance with this privacy policy.
Legal basis for using your information
Processing non-sensitive personal information is carried out under one or more of the following:
- We will usually only process your personal data where you have given your consent or where the processing is necessary.
- Where it is necessary for the performance of a contract with you (or to take steps to enter into a contract with you).
- To comply with our legal or regulatory obligations.
- Where it is necessary for legitimate interests such as: operating our business effectively, promoting our business and improving it and in order to maintain network and information security and your interest and fundamental rights do not override those interests.
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 and are therefore required to verify and check your details internally or with other public bodies to prevent fraud.
We are also legally obliged to share certain data with other public bodies and will do so where the law requires this. We will also share necessary and proportionate information with other regulatory and law enforcement bodies to comply with any lawful request they make or if it is in our own legitimate interests to provide information to them.
In order to provide services to you, we may need to appoint other organisations (as processors) to carry out some activities on our behalf. We may share necessary and limited information with our processors who provide or support some of the services we deliver to allow them to provide these services on our behalf. We select these organisations carefully and put measures in place to make sure that they are not allowed to do anything with your personal information.
We will not sell or rent your personal information to any third parties.
How we keep your data accurate
We will keep the Personal Data we store about you accurate and up to date. We will take every reasonable step to erase or rectify inaccurate data without delay. Please tell us if your personal details change or if you become aware of any inaccuracies in the Personal Data we hold about you. We will contact you from time to time to check your details are still up-to-date. We will also contact you if we become aware of any event which is likely to result in a change to your Personal Data.
How long do we keep your information for?
We will not keep your personal data for longer than is necessary for the purpose(s) for which we process it. Sometimes this time period is set out in law, but in most cases it is based on business need. This means that data will be destroyed or erased from our systems when it is no longer required for marketing, historical, statistical or research purposes.
In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) to help improve services or for research or statistical purposes, in which case, we may use this information indefinitely without further notice to you. For guidance on how long certain data is likely to be kept before being destroyed, you must make the request in writing to our Information Governance Manager (contact details below).
Your Rights
You have rights in relation to your personal information that Dundee & Angus Convention Bureau process, these are explained below:
- Access to your information – you have the right to request a copy of the personal information about you that we hold and information on how we use it.
- Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. You have the right to ask for inaccurate information to be corrected.
- Deleting your information – you have the right to ask us to delete personal information about you where:
- you consider that we no longer require the information for the purpose(s) for which it was originally obtained
- you have a valid 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 not compliant with data protection legislation 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. You can also object when we use your information for our legitimate interests, unless we have overriding legitimate ground to continue, we will stop using that personal information.
- Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information.
- Portability – if we process personal information on the basis of consent or because it is necessary for the performance of a contract with you, then you have the right to have that personal information transmitted to you in a machine-readable format.
- Withdrawing consent to use your information – where we use your personal information with your consent, you may withdraw that consent at any time and we will stop using your personal information for the purpose for which consent was given.
Please contact us if you wish to exercise any of these rights, or if you have any concerns about how your personal data is being processed, please contact us via the details below and we will do our best to address your concerns.
Contact Us
If you have any queries concerning your personal information or any questions on our use of the information then please contact:
Ian Smail, Information Governance Manager
Corporate Services
Dundee City Council
21 City Square
Dundee, DD1 3BY
Email: infogov@dundeecity.gov.uk
Phone +44 (0)1382 434 206
For more information on the full Dundee City Council Privacy Policy, please click here.
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
Phone: 0303 123 1113 (local rate) or 01625 545 745 or visit their website
Amendments
We may update this policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this policy.