Your data: civic licence objections and representations

How we use your information

Aberdeen City Council as the Licensing Authority collects and records information about you in order to process your objection or representation about a licensing application we have received. If you wish to submit an objection or a representation to a licence application, it can only be considered by the Council as Licensing Authority if it:-

  • Is in writing
  • Specifies the grounds of the objection or the nature of the representation you wish to make
  • States your name and address
  • Is signed by you or on your behalf
  • Is made within the statutory time limit (please refer to the public notice, advert or the application in each case to confirm the final date for submitting objections or representations)
  • *Late objections or representations may only be accepted at the discretion of the Licensing Committee where they are satisfied there is sufficient reason why it was not made in the time required.

In preparing the agenda for the Licencing Committee meeting, the information you provide is uploaded to an electronic committee management system which enables the publishing of the agenda on the Council’s website.

If you attend the Licencing Committee meeting you will be asked to identify yourself by confirming your name and this will be noted. If you are represented at the Licensing Committee meeting, then the name of your representative will be noted. It is therefore important that they also read this notice and we expect that you bring it to their attention. In the event of an appeal, they will be shared with the Court.

Who we share information with

We may carry out reasonable investigations into submitted objections which means we may share information about the nature of your objection with other Council services.  
In processing and determining the relevant licence application, the Council as Licensing Authority are required to share a copy of your objection or representation with the applicant and/or their agent for their information. Although we will not share your personal data with the applicant and/or their agent the content of your objection may indirectly identify you. If the application is considered by the Licensing Committee your objection or representation will be shared with the members of the Committee determining the application.

How long we keep your information for

We will keep your objection or representation to an application for a licence which is granted for 2 years from the date the licence to which it relates expires. If the application is withdrawn or refused, your objection or representation will be retained for a period of two years from the date of withdrawal or refusal.

Committee Meeting Agendas, Minutes and accompanying papers including a copy of your objection or representations will be retained permanently and are published on the Council’s website. If the Committee has deemed the application confidential and considered it in private, the minute which is published will be anonymised.

Aberdeen City Council records and webcasts Council meetings, including the Licencing Committee meetings. For further information please see our Council meeting webcasting and recording privacy notice.

Your rights

You have rights to your data, including the right to ask for a copy of it. See more information about all of 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 understands our legal bases for processing personal data in relation to your objection or representation is part of our public task in relation to your objection or representation, in that the Council is exercising its official authority and function under Parts 1 and 2 and Schedule 1 of the Civic (Government) (Scotland) Act 1982. In carrying out this function, the Council is likely to process special categories of personal data. The Councils understands our legal basis for doing so because it is necessary for reasons of substantial public interest.

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