How we use your information
Aberdeen City Council will use the personal information you provide as part of your request for deputation to assess the competency of your request. If the request is found to be competent, it will be submitted to the relevant meeting of the Council, Committee and Sub Committee. This activity is in accordance with the Council’s Standing Orders.
In processing your request for deputation, the Council will share the information you have provided with the members of the Council, Committee or Sub Committee to which you have made your request to be heard in respect of an item on its agenda. Any personal information such as an email address or telephone number will be redacted (removed), however your name and address will be shared.
In accordance with the Council’s Standing Orders, any request submitted outwith the timescales specified or determined as incompetent will not be processed or published on the Council, Committee or Sub Committee agenda. The deputation request, along with any correspondence will be deleted immediately.
In processing competent and timely requests, the Council will publish this information within the relevant Council, Committee or Sub Committee agenda on the Council’s website and this will be retained permanently on the Council’s website.
In preparing the agenda for a Council, Committee or Sub Committee meeting, the information provided to us by way of a request for deputation is uploaded to an electronic committee management system which enables the publishing of the agenda on the Council’s website and is retained on this system in accordance with procedure and timescales referred to below.
How long we keep your information for
Following conclusion of your request for deputation, whether by withdrawal or consideration by the Committee of the request:
- A copy of the request will be retained in the agenda in accordance with the Local Government (Scotland) Act 1973 and publically available on the Council’s website permanently.
- A minute of the meeting including the terms of your request for deputation and your name and address will retained permanently and published online.
- All other hard and electronic correspondence in respect of your request will be deleted following the Committee’s meeting at which your request was heard.
You’ve got legal rights about the way the Council handles and uses your data, which include 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. They are 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 basis for processing personal data in relation to deputations as 6(1)(e) of the General Data Protection Regulation. This is because this activity is part of our public task, under the Local Government (Scotland) Act 1973.