This notice provides details of what information we collect from you, what we do with it, and who it might be shared with.

Identity and contact details of the controller and the data protection officer

Falkirk Council is the data controller. You can contact the data protection officer at:

Data Protection Officer
Municipal Buildings
West Bridge Street
Falkirk
FK1 5RS

Frequently asked questions


Why do we collect this information?

The information is being collected for the following purpose:

  1. To establish and maintain Community Councils for the Falkirk Council Area

The legal basis for each purpose is set out below:

Legal basis Purpose
Consent  
Performance of a contract  
Legal obligation 1
Vital interests  
Task carried out in the public interest 1
Legitimate interests  

Community Councils were created by the Local Government (Scotland) Act 1973. The Act requires local authorities to introduce Community Councils for their area, outlining various arrangements including elections, meetings, boundaries, and finance. They are made up of local people who give time to, and have a genuine interest, in the wellbeing of their community.


What information do we collect about you?

Should you sign a petition to create a community council, we collect your name and address.

Should you stand for a place on the community council, we will collect your name, address and contact details (which may be a postal address, email address and/or phone numbers).

Community Councillors' names and contact details are used by the Community Council Liaison Officer to facilitate communication, normally by email, with and between Community Councillors. These details are not shared with other Council Services, the public or external agencies. We also keep copies of your communications with us and our responses. Your name will also feature in the minute of a community council meeting, should you attend.


Where do we collect information from?

We collect information from you. There may also be cases where we collect information from a third party, for example the secretary of your community council.


Who might we share your information with?

During the election process, we may share information (your name and address) with the Electoral Registration Officer to confirm your eligibility to stand as a candidate.

Contact information for each Community Council (normally their generic email address) may be shared with other Council Services.

Meetings of Community Councils are considered public meetings and the minutes are public records. Minutes are published on our website. Members of the public may ask the Community Council to remove their names from any minutes in which they appear.

The Council has a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.


Will we send your information outwith the UK?

We do not transfer your information outwith the UK.


How long do we keep hold of your information?

We keep your information for 6 years after the final meeting of the community council ahead of an election (normally every 4 years) or after it is disestablished. Minutes of Community Council meetings are published online and retained permanently and archived in line with our business classification and retention schedule.

Information relating to unsuccessful candidates is retained for a period of 6 months from the date of the election.


What are my rights in relation to the information held about me?

You have the following rights:

  • To see any information held about you by making a subject access request.
  • To withdraw consent at any time, where the legal basis for processing is consent.
  • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
  • To request rectification or erasure of your information, where data protection legislation allows this.

Do I have a right to complain about the way information has been used?

If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow, Cheshire
SK9 5AF
0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

Do I have to provide my personal data to you?

You do not have to provide your personal information, however, you will not be able to petition for the creation of a community council, nor will you be able to stand in a Community Council election.


Do you use any automated processes to make decisions about me?

We do not use automated decision making processes.


This notice was last updated in May 2018.