Privacy Statement for Allotment Provision

Privacy Statement for Allotment Provision container

Privacy Statement for Allotment Provision content

Last updated on Tue, 13/11/2018 - 10:49

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 Ian Smail by post at this address, by email at: infogov@dundeecity.gov.uk, and by telephone on 01382 434206.

Why do we need your personal information and what do we do with it?
We collect information to assess your suitability to take on an allotment tenancy to assist us in managing your application. We use your contact details to notify you of available allotments and to arrange plot viewings. If you choose to take on a plot, your information is used to draw up a tenancy agreement. We then use your information for billing purposes and for communications relating to the allotment service.

Allotment provision is a statutory duty under the Allotment Act 1908, modified by the Allotment Act 1950 and by the Community Empowerment Act 2017.

What information do we collect about you?
We collect your title, name, address, contact details (telephone and e-mail), and allotment site and plot preferences.

Legal basis for using your information:
We provide the service, with your consent 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.

Who do we share your information with?
If you enter into an allotment tenancy, your information may be shared with the internal council department concerned with invoicing for allotment rent payments. Your information may also be shared with the environmental health department in relation to environmental matters such as bonfires, noise, and request for pest control service, dog control orders, and waste disposal.

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 keep your personal information for the maximum period of 7 calendar years (six years + current) from the date your allotment tenancy has ended.

What would happen if we could not collect the information from you?
The council would be unable to fulfil its statutory duty to provide allotments or unable to contact you with regard to available allotments and unable to enter into a tenancy agreement with you or to contact you for invoicing purposes.

Your rights under data protection law:

  • Access to your information – you have the right to access the information we hold on you. There are two ways to access your data:
    Subject Access Request: you have the right to request a copy of the personal information that we hold about you.
    Data Portability: you can ask us for a copy of your information so that you can re-use it and we will provide it in a machine-readable format. This is a qualified right, which means it only applies in certain circumstances and only relates to information you have given directly to us.
  • 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.
  • Withdrawn your consent – see Withdrawing consent to using your information below.

Objecting to how we may use your information – You have the right at any time to tell us to stop using your personal information.

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.

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(s) for which consent was given.

Please contact us as stated above if you wish to exercise any of these rights.

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. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at- https://ico.org.uk/concerns

More information:
For more details on how we process your personal information visit www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-services/privacy-statement