Climate Week Annual Campaign Privacy Notice

During Climate Week at South Ayrshire we are running various online engagements/activities as part our annual Climate Week Campaign.

As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides 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 UK General Data Protection Regulation (UK GDPR) and supplemented by the Data Protection Act 2018.

What Personal Data will we collect from you?

When you wish to take part in Climate Week online engagements/activities we will need to collect some personal information from you which are relevant to the online engagement/activity and to allow us to contact you regarding your involvement.  The personal information we may 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 Climate Week online engagements/activities you have agreed to take part in.   Your photographic/video images will only be used for taking part in Climate Week online engagements/activities. We will seek verification of parental consent where photo/video images of children are submitted for inclusion in 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 South Ayrshire Climate Week online engagements/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 engagements/activities which you have agreed to take part in.

Your name and photographic/video images, relating to the engagement/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 South Ayrshire Live.  

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 Climate Week online engagements/activities.  The Climate Week engagements/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 Climate Week online engagements/activities or in any social media platforms used to support the Climate Week online engagements/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

Are you dissatisfied with the way your Personal Information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (https://ico.org.uk/for-the-public/)

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT

Email: scotland@ico.org.uk
Telephone: 0303 123 1115

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.