Personal Data Policy

Who the Council is
Portmoak Community Council (the Council) is set up under statute and Perth and Kinross Council’s (PKC) Scheme of Establishment of Community Councils.
It is an elected body whose statutory duty is to “ascertain, co-ordinate and express to the local authorities for its area, and to public authorities, the views of the community which it represents, in relation to those matters for which those authorities are responsible, and to take such action in the interests of that community as appears to it to be expedient and practicable.”
The Scheme of Establishment amplifies how this task is to be carried out, by requiring the Council to inform the community of its work and decisions, provide contact details of its members, and circulate agendas and draft minutes to its members, relevant elected members and other interested parties.

Personal data held
The Council holds the names, email addresses, some telephone numbers and, in a few instances, street addresses of a wide range of people to enable it to carry out its duties.
The people involved are largely residents of the parish and officials of PKC and other organisations with which the Council has to deal.
There are others with whom the Council finds it desirable to deal from time to time in the interests of the community and a few who provide services to the Council.
The data will be retained until the Council becomes aware that it no longer needs to contact the individual concerned to perform its functions.

Lawful Justification
The data is used almost exclusively to perform the Council’s functions which are conducted in the public interest.
Even when not, it is used to pursue a legitimate interest of the Council.
When used to contact those providing services to the Council it is used in pursuance of a contract.

Rights of data subjects
All individuals have the right to know what data is held about them and to have it corrected if inaccurate.
Application should be made to the secretary who is the Council’s processor of data.
Formal identification will be needed before the data is released.
All those individuals to whom minutes are circulated have the option to unsubscribe at any time.
The minutes will in any event be available on the Council’s website.

Children
The Council does not provide any “information society service” as defined in the GDPR.
It has no data for children and does not provide content aimed at, or unsuitable for, children.

Data Security
Data is maintained on a webserver operated by a reputable hosting company.
Access to the database requires detailed technical knowledge and two sets of passwords known only to the webmaster.
The hosting company systems deny access to services after a few failed login attempts and the webmaster is informed of the attempted intrusion.
The Council will contact all those on whom data is held in the event of a suspected breach.
The Council does not share any of the data with any other party except as required by law.

International
The Council does not carry out any cross-border processing.