How we use your information
Aberdeen City Council Members Support provide services on behalf of Elected Members. In the course of undertaking these duties we collect and hold the personal data of Elected Members and other individuals.
We keep an up-to-date Register of Elected Members, Declarations of Office and Register of Members Interests. The Register of Members Interests includes details of each Elected Member’s shares, gifts and hospitality received.
We facilitate Elected Members holding signing surgeries, during which Elected Members sign documentation for Council ward constituents, for example where this is required for the purpose of proving formal identification. A record of the documents signed by Elected Members, and for whom, is kept by the Council to manage this process and to respond to enquiries.
We conduct mailing on behalf of Elected Members relating to Council ward constituency business. Where individuals correspond with Elected Members, Members Support keep this information linked to each Elected Member’s term in office.
How long we keep your information for
The Register of Elected Members, Declarations of Office and Register of Members Interests are retained by the Council for 5 years. The Signing Register compiled at signing surgeries is retained by the Council for 2 years. Correspondence to Elected Members is generally retained until the end of each Elected Member’s term in office. Terms of office are 4-5 years. Some correspondence may be retained for longer periods where an Elected Member remains in office for consecutive terms.
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. They are the body responsible for making sure organisations like the Council handle your data lawfully.
Our legal basis
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 for as Article 6(1)(e) of the General Data Protection Regulation. This is because we consider it to be part of our public task to provide support to Elected Members, in line with the Standards Commission for Scotland, Councillors’ Code of Conduct, 2018.