This privacy notice explains about the types of personal data that we at The City of Edinburgh Council collect, store, use and share, and how we keep it safe.
This notice also tells you about your rights in relation to your personal data.
We hope the following sections will answer any questions you have but if not, please get in touch with us.
If this privacy notice changes in any way, we will place an updated version on this page. By regularly reviewing this page you will ensure that you are always aware of what information we collect, how we use it and under what circumstances, if any, we share it with others.
Who are we?
Forever Edinburgh is owned and operated by the City of Edinburgh Council. We are committed to protecting your information and privacy. We promise only to use your information with your consent and in full compliance with the General Data Protection Regulation 2018.
If you choose to e-mail us or complete an online form, the City of Edinburgh Council will not pass on this information to third parties for commercial purposes but may share this information with a third party service provider contracted to the City of Edinburgh Council to improve and develop services. If you do not wish information about you to be shared with third parties you can request that this does not happen.
If you are using one of our discussion forums, please remember that any information which you post there will become public information. Think carefully before disclosing personal information online.
Your computer’s IP address will be recorded automatically in a logfile when you visit our site. This logfile does not contain any personal information about you and will only be used for statistical purposes.
Business Growth and Inclusion
The City of Edinburgh Council
Waverly Court, Level 1:4
4 East Market Street
Edinburgh
EH8 8BG
Contact: visit@edinburgh.gov.uk
Data controller
We (City of Edinburgh Council, Forever Edinburgh) are the data controllers.
Data controllers are the organisations or individuals that determine how your personal information will be processed. By law, data controllers must pay a fee to register with the UK Information Commissioner who is the data protection regulator within the UK.
The City of Edinburgh Council data controller registration number: Z5545409.
Disclaimer
The City of Edinburgh Council makes every effort to ensure the accuracy of the information on this website but will not be held responsible for any loss, damage, or inconvenience arising in any way whatsoever from the use of this website. If you think that there are any errors or out of date information please notify us, explaining which page contains the error.
The personal data we collect and how we use it depends on your relationship with us and is explained in more detail below.
External links
The City of Edinburgh Council provides links to external websites. Listing of sites and links to them should not be taken as an endorsement of any kind. We do not accept responsibility for the contents or reliability of the linked web sites nor do we accept any liability for their accuracy or content. If you come across any external links that do not work, please let us know.
Information gathering
What personal information do we collect?
- Contact details including
- Postcode
- Communication information
How do we use your personal information?
| Personal Information | Purpose for processing | Our legal basis for processing |
|---|---|---|
| Contact Information (name, work email) and postcode | To contact you regarding the service being provided | In our legitimate interests – to keep doing business with your organisation and provide the services that we offer |
| Communication information (emails, letters, notes of conversations between us) | To keep a record of the work we are doing with you | In our legitimate interests – to keep doing business with your organisation and provide the services that we offer |
Subscribers to our newsletters
You can opt in or opt out of joining our mailing list /newsletter/ If you opt in, we will collect:
– Contact details
– Nature of interests
HOW do we use your personal information?
| Personal Information | Purpose for processing | Our legal basis for processing |
| Contact Information (name, company, email, address, postcode) | To send you the newsletter you have subscribed to | With your consent* |
| Business Interests (sector, type of events you organise, offers you’re running, images that can help promote your businesses) | To send you specific information on the areas that interest you | With your consent* |
*you can withdraw your consent at any time by unsubscribing from any email received, or by contacting us directly.
Information sharing
To provide you with efficient services, we will sometimes share your personal information between teams within the Council, and with external partners and agencies involved in delivering services on our behalf.
We will only share your information with partners or suppliers who have sufficient measures and procedures in place to protect your information and can meet their legal obligations under data protection legislation. These requirements will be set out in contracts or information sharing agreements.
Who do we share your personal information with?
Campaign Monitor and Sendy.
Competition entrants
What personal information do we collect?
– Contact details
How do we use your personal information?
| Personal Information | Purpose for processing | Our legal basis for processing |
| Contact Information (name, address, email, telephone numbers) | To contact you if you are a competition winner | With your consent |
Who do we share your personal information with?
We will share the winner’s contact details with our third party suppliers in order to fulfil the prize. We do not publish the winner details publicly.
How long do we keep your personal information?
We only hold personal information for as long as necessary.
How do we keep your personal information secure?
At City of Edinburgh Council, we take the security of personal data seriously and have implemented appropriate technical and organisational measures to protect the personal information we handle. We have a Data Protection Policy and are Cyber Essentials Certified.
International transfers
All personal information is held within the United Kingdom. We do work with third parties who may process your personal information on our behalf outside the EEA. If your information is processed outside the EEA, we will ensure that it is protected to the same standards as if it were being processed within the EEA by putting in place an appropriate contract providing adequate safeguards or use third parties that are certified on the US Privacy Shield framework.
Cookies
We want to make the content we provide on this website to be rich and relevant. This sometimes involves placing cookies on your computer or mobile device.
Cookies are simple pieces of data stored on your hard drive. They are safe as they cannot be used to spread viruses. Cookies we use cannot be used to identify you as no personal information such as telephone numbers or email addresses are stored within these cookies.
If you continue to browse the website, we will assume that you are agreeing to our use of cookies.
Third party cookies
Our site has a number of pages with embedded videos or other content from third parties.
The City of Edinburgh Council does not control how a third party uses their cookies. Please check third party websites’ privacy policies.
Data Protection Officer
The Council must appoint a Data Protection Officer to make sure it is complying with data protection legislation.
The Council’s Data Protection Officer is Kevin Wilbraham, Council’s Information Governance and Strategic Complaints Manager. He can be contacted on:
By post: Information Governance Unit, The City of Edinburgh Council, Waverley Court – 2:1, 4 East Market Street, Edinburgh, EH8 8BG.
By email: dataprotectionofficer@edinburgh.gov.uk
By telephone: 0131 200 2340
Your rights
You have rights in relation to your personal information that City of Edinburgh Council process, these are explained below:
Access to your information – You have the right to request a copy of the personal information about you that we hold and information on how we use it.
Correcting your information – You have the right to ask for inaccurate information to be corrected.
Deletion of your information – You have the right to ask us to delete personal information about you where:
– You consider that we no longer require the information for the purpose it was collected.
– We are using that information with your consent and you have withdrawn your consent.
– You have a valid objection to our use of your personal information.
– Our use of your personal information is not compliant with data protection legislation.
Object to how we use your information – You have the right at any time to require us to stop using your personal information for direct marketing purposes. You can also object when we use your information for our legitimate interests, unless we have overriding legitimate ground to continue, we will stop using that personal information.
Restrict how we use your information – in some cases, you may ask us to restrict how we use your personal information.
Portability – if we process personal information on the basis of consent or because it is necessary for the performance of a contract with you, then you have the right to have that personal information transmitted to you in a machine-readable format.
Withdraw consent to using your information – Where we use your personal information with your consent you may withdraw that consent at any time and we will stop using your personal information for the purpose for which consent was given.
If you would like to exercise any of these rights, or if you have any concerns about how your personal data is being processed, please contact us via the details above and we will do our best to address your concerns.
If you still believe that City of Edinburgh Council has not handled your personal data properly or has not complied with your rights, you can complain to the Information Commissioner. Contact details are available at ico.org.uk
Updated: August 2023
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