Climate Week Online Activities privacy notice

During Climate Week at South Ayrshire we are running various online activities, details of which can be found in the online programme at https://www.south­ ayrshire.gov.uk/sustainable-development/energy/climate-week.aspx.

As the 'data controller' for the personal information - or data - we hold about you, SouthAyrshireCouncildecides how your personal information is used/processed, and what it is used for. This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the General Data Protection Regulation 2016 (GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data will we collect from you?

When you wish to take part in the Climate Week online activities we will need to collect some personal information from you which are relevant to the online activities and to allow us to contact you regarding your involvement. The personal information we will collect is as follows:

Note: Where parental consent is identified we may also require parent/guardian's email address to seek this consent

How will we use your information?

We may contact you using your name and email address or via private message (where you are a member of the South Ayrshire Rangers Facebook page) to discuss your involvement in the Climate Week online activities you have agreed to take part in. Your photographic/video images will only be used for taking part in the Climate Week online activities. We will seek verification of parental consent where photo/video images of children are submitted for inclusion the Climate Week online content and activities.

Where we are in contact with schools and youth group leaders about Climate Week online activities, they will contact the child's parent/guardian directly to provide privacy information and discuss the online activities to seek their agreement, should their child wish to take part. Following this discussion, the school/youth group leader will only pass on the relevant photographic/video images the child is in to us for inclusion in the Climate Week online activities, where parental consent for this purpose has been recorded.

What is the legal basis for using/sharing your information?

Our legal basis for using and sharing your personal data is that the processing is required for the legitimate interests of the Council, as data controller, i.e. that you are taking part and contributing to the South Ayrshire Climate Week online activities.

Who will we share your information with?

We will not share your email address with any third party. This data will only be used by us to contact you regarding the purposes for using your images in the online activities which you have agreed to take part in.

Your name and photographic/video images, relating to the activity you are taking part in, may be posted online and presented through the Council's website and Social Media platforms, e.g. Twitter, Instagram and Facebook and the South Ayrshire Live Magazine.

How long do we keep hold of your information?

We will retain your name, age and email address for the current year plus one further year. Your photographic/video images will only be used within the Climate Week online activities. The Climate Week activities will be revised annually in September each year and we will remove your images at that time.

What are your rights?

You can ask us to:

• correct your personal information if it is inaccurate;
• complete your personal information if it is incomplete;
• restrict the processing of your personal information in certain circumstances; and
• erase your personal information in certain circumstances.

You also have the right to object to the processing of your personal information.

What are the consequences of failing to provide personal information?

We will be unable to feature you in the Climate Week online activities or in any social media platforms used to support the Climate Week online activities.

What about Automated Decision- Making?

Our service does not use automatic decision making.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer
South Ayrshire Council
County Buildings
Wellington Square
Ayr
KA7 1DR

Email: DataProtection@south-ayrshire.gov.uk
Telephone: 01292 612 223

If you have a complaint

If you are unhappy with the way the Council has dealt with your personal information, you can complain to the Data Protection Officer using the contact details noted above. If you remain dissatisfied, you have the right to complain to the Information Commissioner:

Information Commissioner's Office
45 Melville Street
Edinburgh
EH3 7HL

Email: scotland@ico.org.uk
Telephone: 0303 123 1113

If you have no internet access

Please contact us at the above postal address or telephone number if you wish to have copies of any of the above information and you do not have access to the internet. We will endeavour to let you have hard copies of the information.