Uddingston Community Council respects your privacy and is committed to protecting your personal information.

This privacy policy explains what personal information we collect, how we use it, how we store it, who we may share it with, and what rights you have.

1. Who we are

Uddingston Community Council represents and supports the interests of people living, working and taking part in community life in Uddingston.

For data protection purposes, Uddingston Community Council is the data controller for the personal information we collect and use.

You can contact us at:

Email: uddcomm@gmail.com 

2. What personal information we collect

We may collect and use the following types of personal information:

* Your name

* Email address

* Phone number, where provided

* Address, postcode or general location, where relevant

* Responses to surveys, consultations or feedback forms

* Information you provide when contacting us about a local issue

* Preferences, such as whether you want to receive updates

* Records of correspondence with us

* Photographs or images from community events, where relevant and appropriate

* Any other information you choose to provide to us

We ask that you avoid providing sensitive personal information unless it is relevant to the issue you are raising.

3. How we collect personal information

We may collect personal information when you:

* Sign up to receive updates or newsletters

* Complete a survey or consultation form

* Contact us by email, social media, letter or in person

* Attend a Community Council meeting or event

* Ask us to raise or pass on a local issue

* Respond to a consultation or community engagement activity

* Take part in a campaign, project or local initiative

4. How we use your personal information

We may use your personal information to:

* Send you Community Council updates, newsletters or information you have signed up to receive

* Gather views on local issues through surveys and consultations

* Understand community priorities and concerns

* Respond to enquiries, complaints or requests for support

* Represent community views to South Lanarkshire Council, public bodies, service providers or other relevant organisations

* Organise meetings, events, consultations or community activities

* Keep accurate records of Community Council work

* Support transparency, accountability and good governance

* Comply with legal, regulatory or administrative requirements

We do not sell your personal information.

5. Our lawful basis for using your information

We only use personal information where we have a lawful basis to do so.

Depending on the situation, we may rely on:

Consent

For example, when you sign up to receive email updates or choose to complete a survey.

Legitimate interests

For example, when we use information to respond to enquiries, manage community issues, understand local views, administer meetings, or carry out ordinary Community Council business.

Public task or community representation functions

Community Councils exist to help understand, co-ordinate and express the views of the community to local authorities and other public bodies. Where appropriate, we may use information to support that representative role.

Legal obligation

Where we are required to keep or provide information to comply with legal, regulatory or governance requirements.

6. Mailing list and email updates

We use Mailchimp to manage email updates and mailing lists.

If you sign up to receive updates, we may collect your name, email address and mailing preferences. Mailchimp helps us send emails, manage subscriptions and understand basic engagement information, such as whether an email has been opened or a link has been clicked.

You can unsubscribe from our mailing list at any time by clicking the unsubscribe link in our emails or by contacting us at uddcomm@gmail.com 

Mailchimp may process data outside the UK. Where this happens, Mailchimp is responsible for applying appropriate safeguards through its data processing terms and international transfer arrangements.

7. Surveys and consultations

We use Google Forms to gather feedback, survey responses and community views.

Some surveys may be anonymous. Others may ask for contact details, especially where we need to follow up, verify local relevance, understand location-based feedback, or provide updates.

When completing a survey, the form should make clear what information is being collected and how it will be used.

Survey results may be summarised publicly, but we will avoid publishing personal details unless you have clearly agreed to this or there is another lawful reason to do so.

8. Document storage

We use Google Drive to store Community Council documents and records. This may include survey results, mailing list information, correspondence, meeting papers, consultation responses and project documents.

Access to Google Drive is restricted to authorised Community Council members or representatives who need access for Community Council purposes.

We aim to keep personal data secure by using appropriate access controls, passwords and account permissions.

Google may process data outside the UK. Where this happens, Google’s data processing terms and international transfer safeguards apply.

9. Sharing your information

We may share relevant information with third parties where necessary and appropriate, including:

* South Lanarkshire Council

* Elected representatives

* Public bodies or service providers

* Police Scotland, emergency services or statutory agencies, where required

* Community partners involved in local projects

* IT, email, survey or storage providers such as Mailchimp and Google

* Professional advisers, where required

We will only share the minimum information necessary for the relevant purpose.

For example, if residents raise concerns about roads, bins, planning, parking, anti-social behaviour or public services, we may share relevant details with the appropriate authority so the matter can be considered or addressed.

10. Publishing information

Uddingston Community Council may publish minutes, agendas, updates, consultation summaries, project updates and other community information.

We will try to avoid publishing unnecessary personal information. Where individuals contribute at meetings or consultations, their comments may be summarised, but personal contact details will not normally be published.

Where photographs or identifiable images are used for publicity, we will consider whether consent is required and will respect reasonable requests not to be included.

11. How long we keep your information

We only keep personal information for as long as necessary.

As a guide:

* Mailing list data is kept until you unsubscribe or ask to be removed.

* Survey responses are usually kept for as long as needed to analyse the issue, support decisions, and maintain a reasonable record of consultation.

* Correspondence is kept for as long as needed to deal with the enquiry and maintain appropriate Community Council records.

* Meeting records, minutes and governance documents may be kept for longer as part of the official Community Council record.

* Information no longer needed will be deleted, anonymised or securely archived where appropriate.

12. Your rights

Under data protection law, you may have the right to:

* Ask for a copy of the personal information we hold about you

* Ask us to correct inaccurate information

* Ask us to delete your information in certain circumstances

* Ask us to restrict how we use your information

* Object to certain types of processing

* Withdraw consent where we rely on consent

* Complain to the Information Commissioner’s Office

To exercise your rights, contact us at:

uddcomm@gmail.com

You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your personal information has been handled.

13. Security

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure or alteration.

This includes limiting access to personal information, using secure online platforms where possible, and reviewing who has access to Community Council records.

No online system is completely risk-free, so we ask that you take care when sending personal or sensitive information by email, online form or social media.

14. Links to other websites

Our website, social media pages, emails or surveys may include links to other websites. We are not responsible for the privacy practices of other organisations, platforms or websites.

You should check the privacy policy of any external site you visit.

15. Changes to this policy

We may update this privacy policy from time to time. The latest version will be made available through our usual communication channels.

Where changes are significant, we will take reasonable steps to make people aware.