How we use your information
Aberdeen City Council will use the personal information you provide as part of the recruitment and selection process for joining a specific Committee as an external advisor to process your application.
As part of this process, we ask you to provide information about yourself, and we also create records about you. This is so we can assess your suitability for the position, and so we can communicate with you during the recruitment process.
We may also invite you to tell us personal characteristic information as defined in the Equality Act 2010 and other equalities related information. This information is not used as part of the recruitment process. We only use this information for statistical monitoring of the composition of our workforce and to help us ensure that we are complying with our Equalities duties. You do not have to provide this information if you don’t want to.
If you become or are an external member or external advisor of a Council committee, Sub-Committee or Working Group, the Council will hold and maintain the following information about you:
- Your name and position
- Your contact details
Your name and position will be included in agendas and minutes of the Committee, Sub-Committee or Working Group that you are a member of. These agendas and minutes are also published on our public website.
Your contact details will be used to Communicate with you and send you information relevant to your role as an external member of a Council Committee, Sub-Committee or Working Group but won’t be published on our website or otherwise shared unless you have actively agreed to this. You can change your mind about this at any time by contacting committeeservices@aberdeencity.gov.uk.
How long we keep your information for
We keep agendas and minutes of external committees permanently in our archive, as they form part of the Council’s organisational memory.
We keep information generated by the recruitment process for six months, then we destroy it securely. If you become a committee member we will keep a small amount of information about you so we can keep in touch with you. Your contact details will be deleted as soon as you are no longer an external member.
Your rights
You have rights to your data, including the right to ask for a copy of it. See more information about all the rights you have, how they work in practice, and the contact details of our Data Protection Officer is available here. 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 in relation to you as follows:
| What we do | What our legal basis is | Where we get our public task from |
|---|---|---|
| Collecting and using your information as part of the external advisor to committee recruitment process | Part of our Public Task Article 6(1)(e) | Local Government etc. (Scotland) Act 1973 |
| Publishing your name on our public website | Part of our Public Task Article 6(1)(e) | Local Government etc. (Scotland) Act 1973 Education (Scotland) Act 1980 and Education (Appeal Committee Procedures) (Scotland) Regulations 1982 as amended |
| Keeping your contact details and using them to get in touch with you | Part of our Public Task Article 6(1)(e) | Local Government etc. (Scotland) Act 1973 Education (Scotland) Act 1980 and Education (Appeal Committee Procedures) (Scotland) Regulations 1982 as amended Community Empowerment (Scotland) Act 2015 |
| Keeping agendas of Committee, Sub-Committees and Working Groups and minutes permanently in our archive | Preserving important information about how the Council makes its decisions is part of our Public Task Article 6(1)(e) | Local Government etc. (Scotland) Act 1994 Education (Scotland) Act 1980 and Education (Appeal Committee Procedures) (Scotland) Regulations 1982 as amended Community Empowerment (Scotland) Act 2015 Public Records (Scotland) Act 2011 |