Your data: elected representative enquiries

How we use your data

If you make a request for an Elected Representative (this could be your local Councillor or your MP, MSP or MEP) to raise an issue with the Council on your behalf, this usually means that your Elected Representative will get in touch with the Council and ask us for information about you in order to respond to your enquiry.

As long as we are satisfied that your Elected Representatives is acting on your behalf, we will provide them with limited, relevant information about you that is necessary to respond to their enquiry on your behalf, unless its sensitive information about your health or care, for example. Where responding to a request would mean us checking this type of information we will ask for a signed mandate from your Elected Representative.

How long we keep your information for

We keep copies of enquiries made through Elected Representatives and our responses for the current year, plus five years, from the date that we respond.

Social work related enquiries will vary depending on how you are known to us, as the enquiry documentation will be held for the lifetime of your case file.

  • Looked after child – 100 years from date of birth.
  • Short-term social work contact – 5 years plus current year from the date of complaint.
  • Foster carer – 25 years from date of approval.
  • Adoptive parents – 100 years from the date of birth of adopted child.
  • Staff members – 25 years.
  • Child on Child Protection Register – 48 years.
  • Individual deemed to be a Schedule One Offender – 50 years.

Your rights

You have rights in relation to your data, including the right to ask for a copy of it. See the Your data page for more information about the all the rights you have, as well as the contact details for the Council’s Data Protection Officer. You also have the right to make a complaint to the Information Commissioner's Office if you think we haven’t handled your data properly.

Our legal basis

Aberdeen City Council is the Data Controller for any of your data we hold as part of receiving an Elected Representative Enquiry made on your behalf.  Wherever the Council processes your data, we need to tell you our legal basis for doing so. The Council considers that our legal basis for responding to Elected Representative Enquiries made on your behalf is Article 6(1)(a) of the General Data Protection Regulation (your consent). This is you have requested that you Elected Representative to make this enquiry on your behalf and they have explained to you that this will involve the Council disclosing information about you to them in order to do so. Where doing so would involve processing special category data, we understand our legal basis as Article 9(2)(a) of the General Data Protection Regulation, your explicit consent, as evidenced by a signed mandate.


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