1. Who We Are
GLENCAIRN COMMUNITY COUNCIL is a statutory community body established under the Local Government (Scotland) Act 1973. We represent the interests of residents within our designated community area in Dumfries and Galloway.
For data protection purposes, the Community Council acts as the Data Controller.
Contact email: secretary@glencairncc.org
Postal address: Glencairn Community Council, c/o Glencairn Memorial Institute, Moniaive, Thornhill DG3 4EJ
2. What Personal Information We Collect
We may collect the following information when you contact us:
• Name
• Email address
• Telephone number
• Postal address
• Details of your enquiry or correspondence
We only collect information that you voluntarily provide.
3. Why We Collect Personal Information
We process personal information in order to:
• Respond to enquiries
• Consider and raise community issues with relevant authorities
• Fulfil our statutory role representing the community
• Maintain appropriate records of correspondence
Our lawful basis under UK GDPR is Public Task and Legitimate Interests.
4. Publication of Minutes
Community Council meeting minutes are public documents.
Minutes may include the names of Community Councilors and individuals speaking in an official capacity or, for example, on behalf of a group, club, organisation or business. Private contact details of residents will not be published. Names of private individuals will normally not be included unless necessary and appropriate or, if the individual states that they consent to being identified in the minutes.
5. Storage and Security
Personal information is stored securely, either electronically (password protected) or in locked storage.
Access is limited to Community Councilors where necessary. We take reasonable steps to protect information from loss, misuse, or unauthorised access.
We do not sell or use personal information for marketing purposes.
6. Retention of Information
We retain personal data only as long as necessary:
• General correspondence – normally up to 3 years
• Financial records – in accordance with statutory requirements
• Meeting minutes – retained permanently as part of the public record
7. Sharing Information
Information may be shared with Dumfries and Galloway Council or other relevant public authorities where necessary to address a community matter.
Information will only be shared where appropriate and lawful to do so.
8. Your Rights
Under UK data protection law, you have the right to:
• Request access to your personal data
• Request correction of inaccurate data
• Request erasure where appropriate
• Object to or restrict processing
Requests should be made in writing using the contact details above.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.