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Privacy and Cookie Policy

Your personal information – how we process and protect it

Data protection is all about keeping you and your personal information safe and secure.

Your personal information, or data, is exactly that – personal – and we have various policies and procedures (see below) to make sure it stays that way whether it’s your name, address, phone number, email address, photograph, IP address, mobile device identifier or something more sensitive like your health/medical details, religion or ethnicity.

We collect, store and use personal information in lots of different ways. For example, personal information is included in employee records, Return of Information Forms and Application to Vote Forms.

We have a responsibility to ensure we handle your personal information in line with the relevant legislation, and that’s a responsibility we take very seriously.

The legal Changes

From 25 May 2018, the General Data Protection Regulation 2016 (GDPR) replaced the Data Protection Act 1998.

This is a European Regulation that will create a new law that applies to all European Union citizens, ensuring a clear and consistent approach to processing and protecting people’s personal information.

The GDPR forms the basis of the new Data Protection law in the UK.

The GDPR will be supplemented by a new Data Protection Act 2018 which will update how data protection law will function in the UK, as well as extending data protection laws to areas which are not covered by the GDPR. Both these laws provide a comprehensive package to protect personal data.

What the New Law Means

The principles of the new legislation are similar to what’s currently in place, but create clearer rules on how personal information can be used, increase the rights people have in relation to their personal information, and make organisations accountable for showing how they are complying with the new regulation.

In summary:

  • We need to have a lawful – or legal – basis for holding and processing personal information. This can be consent of the data subject (person); for performance of a contract; compliance with a legal obligation; protection of vital interests; public interest; legitimate interests. You can find out more about what these mean on the Information Commissioner’s Office website.
  • We must tell people how and why we are going to use their personal data.
  • We must only use the data for the purpose we collected it for.
  • We must make sure we only use the personal data/information that’s actually needed.
  • We must make sure it’s the correct personal information and keep it up to date.
  • We must keep personal data and information private and confidential, and safe and secure at all times.
  • We must have an appointed Data Protection Officer.
  • We need to report data breaches to the Information Commissioner or face a fine for failing to do so.
  • We could also face a significant fine if we’re found to have breached the laws in place.
  • You have the right to be informed how we use your personal data, the right to access what personal data we hold about you, the right to object to processing of your data, the right to ask us to correct your personal information if it is inaccurate and get personal data amended or deleted (this is known as ‘the right to be forgotten’). The lawful basis for processing/using your personal data directly impacts which rights are available to you.

Privacy Notices

As the ‘data controller’ for the personal information – or data – we hold about you, Ayrshire Valuation Joint Board decides how your personal information is used or processed, and what it is used for.

We will always let you know exactly what we will do with your personal information – what information we collect, why we collect it and what we do with it.

We will do this via a ‘privacy notice’ and it may be provided in print, be available on our website, or explained to you in person or over the phone.

You can find out more about our individual Privacy Notices by clicking the link below.

Access to your Personal Data

The General Data Protection Regulation 2016 (GDPR) gives individuals (data subjects) a number of rights including the right to access personal data that an organisation holds about them. The right of access extends to all information held on an individual subject to exemptions such as where disclosure could prejudice a criminal investigation. If an individual makes a request to view their information, it is known as a "Subject Access Request".

You must:

  • make the request in writing
  • supply information to prove who you are (to eliminate risk of unauthorised disclosure)
  • supply appropriate information to help the Board to locate the information they require
  • The request should include details and provide evidence of who you are (e.g. driving licence, passport, birth certificate, utility bills). You should also provide as much detail as possible regarding the information you wish to access (e.g. where and by whom information is believed to be held, specific details of information required).

This list is not exhaustive and other forms of identification may be acceptable. At least one form of identification should contain the same signature that is on your application form or letter and one with a photograph. Please note that the Board will not be able to comply with any requests received unless satisfactory proof of identification is provided.

The right to access the information held about you by the Board is free of charge.

If you wish to obtain any records held by the Board relating to you, or if you have any general data protection queries, please contact the Board’s Data Protection Service at:

Data Protection
Ayrshire Valuation Joint Board
9 Wellington Square
AYR
KA7 1HL
Email: assessor@ayrshire-vjb.gov.uk
Telephone: 01292 612221

Complaints

If you are unhappy with the way we have dealt with your personal information, you can complain to the Board’s Data Protection Officer:

Data Protection Officer
Ayrshire Valuation Joint Board
County Buildings
Wellington Square
AYR
KA7 1DR
Email: dataprotection@south-ayrshire.gov.uk
Telephone: 01292 612223

If you remain dissatisfied after contacting us, and our Data Protection Officer, you have the right to complain to the Information Commissioner:

Information Commissioner's Office – Scotland
45 Melville Street
Edinburgh
EH3 7HL
Email: scotland@ico.org.uk
Telephone: 0303 123 1115

Contacts

Ayrshire Valuation Joint Board
Data Protection
Ayrshire Valuation Joint Board
9 Wellington Square
AYR
KA7 1HL
Email: assessor@ayrshire-vjb.gov.uk
Telephone: 01292 612221

Ayrshire Valuation Joint Board Data Protection Officer
Data Protection Officer
Ayrshire Valuation Joint Board
County Buildings
Wellington Square
AYR
KA7 1DR
Email: dataprotection@south-ayrshire.gov.uk
Telephone: 01292 612223

Information Commissioner's Office
www.ico.org.uk
Information Commissioner's Office – Scotland
45 Melville Street
Edinburgh
EH3 7HL
Email: scotland@ico.org.uk
Telephone: 0303 123 1115

Cookie Policy

General

This website is run by the Assessor and Electoral Registration Officer for Ayrshire Valuation Joint Board (AVJB).

The Assessor and Electoral Registration Officer for Ayrshire Valuation Joint Board is the Data Controller for the information gathered in connection with her Statutory Functions and any personal information gathered is governed by the Data Protection Act 2018 and associated general Data Protection Regulations.

Use of cookies

EU Legislation requires that all websites clearly specify if Cookies are being used and their purpose.

The Assessor and Electoral Registration Officer for Ayrshire Valuation Joint Board’s website uses Google Analytics which uses Cookies to anonymously track activity on our site.

Cookies are small text files placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide website usage information.

Cookies are used by us to collect standard internet log information on visitors to our website. The information on how visitors to our website use the site is used to compile statistical reports on website activity and to help inform decision making regarding improvement to the website.

Cookies are not used to identify individuals using our website and the website does not require Cookies for the general running of the site. It is only when you complete a form that requests personal information, or if you email the Assessor and Electoral Registration Officer for Ayrshire Valuation Joint Board, that you can be identified.

For further information on Cookies please visit: www.allaboutcookies.org or the Information Commissioner’s website at icosearch.ico.org.uk/s/search.html?query=cookies&collection=ico-meta&profile=_default

Use of IP (Internet Protocol) Addresses

www.Ayrshire-vjb.gov.uk collects IP Addresses to help detect and prevent abuse of or attacks on the online service. IP Addresses are also used to perform aggregate analysis on the use of the service and to inform future improvements. We do not combine your IP Address with any other information gathered that may allow us to identify you as an individual.

Our Privacy Notices are regularly updated. This page was last reviewed on 13th June, 2018.