This notice provides details of what information we collect from you, what we do with it, and who it might be shared with.
Please note: Information about your election and the personal information gathered during the election process, including your nomination papers and expense returns etc, is held by the Returning Officer for the statutory periods of one or two years, as appropriate. It is not covered by this notice.
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:
In some circumstances, councillors are also data controllers in their own right. However, any handling of personal data in that capacity is not covered by this privacy notice.
Frequently asked questions
Why do we collect this information?
The information is being collected for the following purposes:
- To ensure Councillors receive proper training and administrative support
- To ensure Councillors are properly remunerated
- To ensure Councillors comply with their Code of Conduct
- To allow the Councillors' Registers of Interest to be created and maintained
The legal basis each purpose is set out below:
|Performance of a contract
|Task carried out in the public interest
The Scottish public has a high expectation of Councillors and the way in which they conduct themselves in undertaking their approved duties as Elected Members. Councillors must meet those expectations by ensuring that their conduct is above reproach.
The Ethical Standards in Public Life etc. (Scotland) Act 2000 provides for the introduction of new codes of conduct for local authority councillors. Falkirk Council has a duty to help its members comply with the relevant code.
What information do we collect about you?
We collect your name, contact details (which may be a postal address, email address and/or phone numbers), profile picture and the political party, if appropriate, and electoral ward you represent. We also collect the following information:
- Surgery details (including dates, times and venues)
- Register of Interests
- Related Undertakings
- Election Expenses
- Houses, Land and Buildings
- Financial and Non-Financial Interests
- Gifts & Hospitality
- Memberships (the committees / panels / external organisations you sit on)
- Salary, Allowances & Expenses
- Attendance at Training & Conferences
- Information confirming you have read and understood our policies and procedures and your compliance with these
- Information about your use of our information and communication systems and emails passing through our systems
- Accident and incident reporting
- CCTV images where these are used in your workplace for security purposes
- Your car registration number for parking permits and mileage payments
- Your photograph for your ID badge and for other purposes the council deems necessary
- Other photographs and videos you have consented to for e-learning, training, civic events and other occasions relating to your duties undertaken as an elected member
Where do we collect information from?
We collect information from you. We also gather financial information regarding your councillorship from the Council's Finance division.
Who might we share your information with?
This information is published on the Council website. These records are available for public inspection.
Minutes and agendas of full Falkirk Council meetings and its committees/ panels are considered public records. Agendas and minutes may be published on our website. Full sets are retained permanently in Falkirk libraries as well as being available for inspection at Falkirk Council Archives.
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 as long as required by law or by our business requirements. We have a Business Classification Scheme in place which sets out the types of records we hold, and how long we hold them - you can access the relevant part of the scheme below.
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:
or if you prefer to use a national rate number:
Do I have to provide my personal data to you?
Yes, you must provide this information in order to comply with the Councillors' Code of Conduct.
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.