Effective from 30 March 2021
Who we are
Merchant City & Trongate Community Council was first established under the Local Government (Scotland) Act 1973. Thereafter, the Local Government etc. (Scotland) Act 1994, which produced the current system of unitary local authorities, made the provision for the continuation of community councils.
How your personal information helps us to fulfil our General Purpose
By providing us with your contact details, you can help us “to ascertain, co-ordinate and express to the local authorities for its area, and to public authorities, the views of the community which it represents, in relation to matters for which those authorities are responsible, and to take such action in the interests of that community as appears to it to be expedient and practicable.” (Local Government (Scotland) Act 1973 section 51, 2)
We may also use your information to verify your identity where deemed appropriate, contact you by email and to maintain our records.
When you register to attend a Community Council meeting, your name and email address will be recorded. Your email address is required to allow us to send your registration confirmation and meeting details. If the meeting is held online , your registration information will be stored on the servers used by our online service provider (details below). Your name is recorded to ensure that only registered people attend the meeting.
How we store your data
Your data is stored electronically. We may make use of external services to provide services to subscribers and registered members. We adhere to their privacy policies, which you can view by clicking on the service name. We currently use the following services:
|Administration Services||Microsoft 365|
|Mailing List Management||SendInBlue|
|Member Surveys and Polls||Survey Monkey|
Our website is hosted by Fasthosts. Their servers are located in the UK.
Legislative basis for using your information
We aim to fulfil our General purpose as part of our statutory function as your local Community Council. You can find more details of our role at mctcc.scot/community-council/ .
Information is also available at glasgow.gov.uk/communitycouncils
What might we do with your information?
We will not share your personal information with any third parties unless we secure your full permission to do so in the first instance. Information may be analysed internally to help us to reach all communities within our boundary area. It could also help us to improve our engagement and representation of the whole community.
We will normally keep your personal information for the purposes it was collated for. The Scottish Council on Archives (in their capacity as an advisory body on local authority records management) does not specify a retention period for Community Councils, although it is considered appropriate for any records to be reviewed and/or confidentially deleted at the end of the Community Council’s 4-yearly cycle, or sooner should the Community Council decide to do so.
Information on our website
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
When you contact us through this website, or by email, we collect the following information:
- Your name – so we can identify you
- Your email address – so we can contact you
- Any comments you make or questions asked.
- Your explicit consent to receive this material
We do not collect any other information.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded Content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
This website uses Google Fonts. Wherever possible, these are cached from our server, and are not downloaded from Google Fonts, to avoid sending tracking data to Google.
We use the QSM plugin for surveys. Any data collected by these surveys is stored within our Fasthosts server. Depending on the nature of the survey, we may record your IP address (to prevent multiple submissions) or email address.
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 for you at any time.
- 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.
- Deletion of your information – you have the right to ask us to delete personal information about you (at any time) where:
- we no longer need to hold the information for the purposes for which it was originally obtained.
- you have an objection to our use of your personal information e.g. you have the right at any time to tell us to stop using your personal information for marketing and/or promotional purposes of the Community Council.
- we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below.
- Our use of your personal information is contrary to statutory role and/or General Purpose.
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 if you wish to exercise any of these rights.
Restricting how we may use your information
You may ask us to restrict how we use your personal information e.g. where we are (1) checking the accuracy of personal information that we hold; (2) an objection you have made to our use of your information; (3) if we no longer have a basis for using your personal information but you don’t want us to delete the data.
Where a restriction is applied, we may only use the relevant personal information with your consent.
Information you have given us about other people
If you have provided anyone else’s details as part of your correspondence, please make sure that you have told them that you have given their information to Merchant City & Trongate Community Council and provide them with this Privacy Statement for Guidance.
We will only use their information to contact them if it becomes necessary as part of your enquiry or request, or in the event of an emergency.
We aim to resolve any complaints about how we handle personal information as quickly as possible. If your complaint is about how we have handled your personal information, you can contact the Community Council’s Secretary by emailing firstname.lastname@example.org.
Appendix 6 of the Scheme of Establishment for Community Councils 2018 provides the ‘General Public: Complaints Procedure for Community Councils’.
Should you be dissatisfied with the response from the Community Council to your complaint, you may consider contacting the Community Councils’ Support Officers at Glasgow City Council. Their contact details are as follows:
● Lawrence O’Neill Lawrence.ONeill@glasgow.gov.uk 0141 287 4109
● Steven Dowling Steven.Dowling@glasgow.gov.uk 0141 287 4111
NOTE: you also have the right to lodge a complaint about data protection matters with the Information Commissioner’s Office, which 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. You may also visit their website for more information at – https://ico.org.uk/concerns
Last updated – March 2021
|July 2020||Updated to include the data storage we use, along with details of what we do with details provided at meeting registration.|
|October 2020||Updated data storage privacy for Mailing list management, as we’ve moved to SendInBlue|
|November 2020||Updated the way we may communicate with you from this website, to restrict it to email.|
|March 2021||Updated to reference Microsoft 365 services, including Teams and Forms. Added details about surveys|