How we use your information
All access to and use of Council ICT resources is subject to Council’s ICT Acceptable Use and Protective Monitoring Policies, and supporting procedures. Monitoring means that information about all user activity is collected. The primary purpose of this is to ensure the protection of our staff, customers, guests, buildings and ICT infrastructure, systems, networks and data. Information collected may also be used for other purposes, including investigating and managing conduct and for data matching exercises. This will be done in accordance with the Council’s Procedures for CCTV, ICT Account Access, or otherwise as we are allowed or required to by law.
Records created and generated by Council business, whether created manually or generated by systems will often include names and other details of both Council employees and the people we work with, and may include our partners to whom we have given Guest Access. These broader Council records will be retained in accordance with the Council’s Records Retention & Disposal Schedule. The primary purpose of these records is to demonstrate accountability for the conduct of Council business. In certain circumstances, information about staff and the people we work with included within our records and systems may also be used for other purposes, including investigating and managing conduct and performance, and for data matching exercises.
The Council uses a range of third-party providers who provide software and telecommunications systems and solutions to the Council. Where necessary to provide the services we have contracted, these third parties will process user data on our behalf. The Council remains the Data Controller for this information and has contractual arrangements in place to make sure that it is handled properly.
How long we keep your information for
Your name and email address will be kept on our guest list for as long as we are working together. Your information will be deleted 4 weeks after your access is removed.
Where your information is part of the records created by protective monitoring, or by the work we do in partnership, we are likely to keep it for longer. The owner of the Microsoft Teams site(s) you have membership to will be able to provide you with further information.
Your rights
You have rights to your data, including the right to ask for a copy of it. See more information about all the rights you have. You also have the right to make a complaint to the Information Commissioner’s Office. That is the body responsible for making sure organisations like the Council handle your data lawfully.
Our legal basis
Aberdeen City Council is the Data Controller for this information. Wherever the Council processes personal data we need to make sure we have a legal basis for doing so in data protection law. The Council’s legal basis for this processing is that it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council.