Privacy Statement: Annual Grounds Maintenance Contract

Last updated on Tue, 05/02/2019 - 11:06

Who we are:
Dundee City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at 21 City Square, Dundee, DD1 3BY and you can contact our Data Protection Officer Ian Smail, by post at this address, by email at: and by telephone on 01382 434206.

Why do we need your personal or the company’s information and what do we do with it?
We collect information to assist us in managing the Annual Grounds Maintenance Contract. We use your personal or the company’s information to verify your identity where required, contact you by post, email or telephone, for billing purposes and for communications relating to the Grounds Maintenance Contract.

What information do we collect about you or the company?
We collect your title, name, company address, and contact details (telephone and e-mail), “We also need to collect very limited billing information, relating to the Annual Grounds Maintenance Contract.” It is necessary for us to process this information in order to gain access to the Annual Grounds Maintenance Contract.

Legal basis for using your information:
We provide these services, as part of our statutory function as your local authority. You can find more details of our role on our website at Processing your personal or the company’s will be “necessary and is on the basis of a Public Authority task.

Who do we share your information with?
Your information may be shared within Dundee City Council in relation to environmental matters such as a request for pest control service, dog control orders, and waste disposal or as required by law. If you enter into the Annual Grounds Maintenance Contract, your personal or company’s information may be shared with internal council departments concerned with invoicing for Annual Grounds Maintenance payments.

This data sharing is in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website.

How long do we keep your information for?
We only keep your personal or company’s data title, name, address, telephone and e-mail for as long as is and for is needed under our records retention schedule. The council department concerned with invoicing will keep this invoicing data for a maximum period of 7 calendar years (six years + current) from the date the Companies Annual Grounds Maintenance has ended.

What would happen if we could not collect the information from you?

The council would be unable to fulfil its duty to provide the Grounds Maintenance Contract or unable to contact you or the company with regard the availability for entering into the Annual Grounds Maintenance Contract Agreement with you or to contact you for invoicing purposes.

Your rights under data protection law:

  • Access to your information – you have the right to access the information we hold on you. There are two ways to access your data:
    Subject Access Request: you have the right to request a copy of the personal information that we hold about you.
    Data Portability: you can ask us for a copy of your information so that you can re-use it and we will provide it in a machine-readable format. This is a qualified right, which means it only applies in certain circumstances and only relates to information you have given directly to us.
  • Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.
  • Deletion of your information – you have the right to ask us to delete personal information about you.
  • Withdrawn your consent – see Withdrawing consent to using your information below
  • Objecting to how we may use your information – You have the right at any time to tell us to stop using your personal information.

Information you have given us about other people:
If you have provided anyone else’s details on this form, please make sure that you have told them that you have given their information to Dundee City Council. We will only use this information to assess your own entitlement to this service. If they want any more information on how we will use their information they can visit our web site at or email

We aim to directly resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner's Office, who can be contacted by post at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, and Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at

More information:
For more details on how we process your personal information visit