Introduction
This Privacy Notice explains what personal information we collect, why we collect it, and how we use and protect it. If you have any comments or questions about this notice, please contact us at dbcc.correspondence@gmail.com.
Personal data that we process
The following table explains the types of data we collect and the legal basis, under current data protection legislation, on which this data is processed.
| Purpose | Data (key elements) | Basis |
| Enquiring about the Community Council and its work | Name, email, message | Legitimate interests – it is necessary for us to read and store your message so that we can respond in the way that you would expect. |
| Subscribing to email updates about our work | Name, email | Consent – you have given your active consent |
| Subscribing to our social media | Name, social media account | Consent – you have given your active consent |
| Attendance at a meeting | Name | Legitimate interests – it may be necessary for us to collect to respond in the way that you would expect or in exceptional circumstances to record in minutes (if required, permission will be sought). In general we would not include a public member’s names in minutes. |
| Website functionality | Website activity collected through cookies | Legitimate interests – it is necessary for us to store a small amount of information, usually through cookies, to deliver functionality that you would expect |
How we use your data
We will only use your personal data in ways that are appropriate to the reason it was collected. For example, we may use your information to:
• reply to enquiries or requests you send to us;
• communicate with you about local issues or events you have shown interest in;
• send you email updates or newsletters (only where you have consented);
• manage meeting attendance and record-keeping as required by community council regulations.
We will only hold and use your data to enable Dunkeld & Birnam Community Council to function effectively and communicate with the local community. Your data will not be shared with any other organisation without your consent.
When we share your data
We will only share your data in the following circumstances:
• You have provided explicit consent for us to share data with a named third party.
• We use a third party (e.g. for email distribution or website hosting) to process data on our behalf under a formal data processing agreement.
• We are required by law to share your data (for example, under statutory obligations).
We will not share your email address or personal details in public communications (such as email lists or meeting minutes). If any data is transferred outside the UK or EU, it will only be done with appropriate safeguards in place, as defined by data protection law.
How long we keep your data
We only collect the minimum data necessary for the stated purpose and delete it promptly when no longer required. Where we rely on consent, we will seek to renew that consent at least every three years.
Rights you have over your data
You have the following rights over your data:
• The right to withdraw consent at any time.
• The right to request access to the data we hold about you.
• The right to request correction or deletion of your data.
• The right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe your data has been mishandled.
For full details of your rights, please visit the ICO website: https://ico.org.uk
If you wish to exercise any of these rights, please contact us by email at dbcc.correspondence@gmail.com. Please note that exercising some rights (e.g. deletion) may make it impossible for us to continue certain communications or services.
Cookies & usage tracking
Our website may use cookies – small text files stored on your computer – to support functionality and collect anonymous usage data. We may use Google Analytics to gather non-personal, statistical information about website usage. This helps us understand how our website is used and improve our communications.
For more information on Google’s privacy practices, visit: https://policies.google.com/privacy
Modifications
We may update this Privacy Notice periodically and will always publish the latest version on our website. If any significant changes reduce your rights, we will notify affected individuals directly.
Monitoring and Review
This Privacy Notice is reviewed every three years (next review due October 2028) by Dunkeld & Birnam Community Council, or sooner if required by legislation or local circumstances.