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.
The Local Heat and Energy Efficiency Strategies (Scotland) Order 2022 puts an obligation on the Council to prepare and publish its first Local Heat and Energy Efficiency Strategy (LHEES) and its first local heat and energy efficiency delivery plan on or before 31 December 2023; and publish an updated LHEES and LHEES delivery plan at intervals of no more than 5 years after the date of publication of the previous strategy. To fulfil this obligation, the Council is collaborating with the electricity distribution network operator (DNO) Scottish Hydro and Electricity Power Distribution Plc (SHEPD) to develop an integrated LHEES and Local Area Energy Plan (LAEP) under the Regional Energy System Optimization Planning (RESOP) project. The council will operate as a joint data controller for RESOP related Personal Data collected with the relevant forms as part of this process, and the control and processing of Personal Data.
If you would like to contact our Data Protection Officer about a data protection matter, you can contact them by post at City Chambers, 21 City Square, DD1 3BY, by email at: infogov@dundeecity.gov.uk, and by telephone on 01382 434206.
Why we need your personal information and what we do with it?
We are using your personal data to carry out duties placed upon the Council on Part 4 of the Climate Change (Scotland) Act 2009. It is an essential requirement to allow Dundee City Council to deliver programmes that work towards mitigation (reducing greenhouse gas emissions), adaptation (adapting to the changing climate) and acting sustainably (sustainable development as a core value) in Dundee City. We will also use your information to contact you where necessary, for engagement and for the development and delivery of LHEES, LAEP and any other climate change related projects such as development of a District Heating Network in Dundee.
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/service-area/chief-executive/chief-executives-services/privacy-statement . Processing your personal information is carried out under public task as is necessary relating development and delivery of any other climate change related programmes.
Who do we share your information with?
Your information will be shared with the Permitted Recipients who are working with us in developing and delivering LHEES, LAEP and climate change projects. These include public authorities, electricity and gas distribution network operators (DNO) and consultants carrying out data processing activities.
Your details will also be shared with:
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Colleagues across Dundee City Council who will be assisting in delivering the Climate Change duties.
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Any external consultants brought in to assist with the delivery of Dundee City Council’s climate change programmes.
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Any organisation brought in to support the monitoring and evaluation of the delivery of the climate change related projects.
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 period 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.
Your rights under data protection law:
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Access to your information - you have the right to request a copy of the personal information that we hold about you.
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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.
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Deletion of your information - you have the right to ask us to delete personal information about you where:
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you think that we no longer need to hold the information for the purposes for which it was originally obtained
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you have a genuine objection to our use of your personal information
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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(link sends e-mail) 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