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

  1. Table of contents

Why do we collect this information?

The information is being collected for the following purpose/s:

  1. To allow us to process your application, manage the hire and keep you informed of its status.
  2. To allow us to generate any invoices your hire may incur.

The legal basis for each purpose is set out below:

Legal basis Purpose
Consent  
Performance of a contract 1, 2
Legal obligation  
Vital interests  
Task carried out in the public interest
Legitimate interests  

What information do we collect about you?

We collect your name and contact details (which may be a postal address, email address and/or phone numbers). We also keep copies of your communications with us and our responses.


Where do we collect information from?

We collect information from the application you submit to us.


Who might we share your information with?

We will only share your data with staff at the relevant building you are requesting to book if the building is available and cover can be sourced. This is to allow the staff at the buildings to verify your identity on arrival and may also be used to contact you with any information related to your booking.

Our high schools were constructed using a pubic private partnership with Imagile Group Ltd and the facilities management function (including the management of community lets) continues to be undertaken by this organisation. Your information will be shared with them to facilitate your let if you are requesting to book any high school building. This also includes Mitie Group Ltd who are subcontracted by Imagile Group Ltd to provide on-site support in managing the building.

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 the information you have provided us for 6 years after your booking request is completed.


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

or if you prefer to use a national rate number:


Do I have to provide my personal data to you?

We require the information requested to process your application.


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

We do not use any automated processes to make decisions regarding bookings.


This notice was last updated in February 2021.