Corporate Services Privacy Statement
This Privacy Statement (updated March 2023) forms part of and is governed by the general Privacy Statement for Clare County Council.
View the Clare County Council Privacy Statement.
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Data Processing Activity |
Purpose | Lawful Basis for Processing Data | Third Party Sharing: Local government auditor as required and county solicitor as required, and: | Third Party Data Processors |
|---|---|---|---|---|
| Assessing and administering requests under the Freedom of Information Act 2014 | To facilitate the legal rights of persons to access records of the local authority | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely the Freedom of Information Act 2014 | Office of the Information Commissioner | None |
| Sending staff communications including newsletter to all current employees and retired staff and updating of the Extranet | To communicate with the Council staff and diaspora | Article 6 (c) Processing is necessary for compliance with a legal obligation to which the controller is subject, namely: Section 159(1) of the Local Government Act, 2001. Article 6 (f) processing is necessary for the purposes of the legitimate interests of the data controller, namely, having a well-informed workforce, past and current. | None | None |
| Storing records as part of corporate records management process and arranging searches and access to stored records | To manage Council records | Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the controller, namely: National Retention Policy for Local Authority Records 2002 as amended by the LGMA 2018 -2023, section 65 of the Local Government Act, 2001. | None | Adlib/Axiell UK |
| Assessing and administering requests etc under the Data Protection Act 2018 and GDPR and dealing with data breaches | To fulfil the legal obligations of the Council in relation to the rights of data subjects | Article 6 (c) Processing is necessary for compliance with a legal obligation to which the controller is subject. Data Protection Act 2018 and General Data Protection Regulation (GDPR) | Data Protection Commission; Irish Public Bodies Mutual Insurances; | None |
| Dealing with complaints received through the Offices of the Ombudsman or the Commissioner for Languages | To fulfil the Council’s obligations under our customer charter and in accordance with national legislation | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject. Ombudsman Act 1980, as amended. Ombudsman for Children Act, 2002. Official Languages Act 2003 and Official Languages (Amendment) Act, 2021 | Office of the Ombudsman; Irish Language Commissioner: | Premier Irish Translations Ltd |
| Administering mobile phone and electronic device accounts set ups, repairs, etc | To enable communication by staff in the performance of their duties | Article 6 (b) Processing is necessary for the performance of a contract to which the data subject is party; Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the controller, namely Section 65 of the Local Government Act, 2001. | None | Telecommunications Provider - Vodaphone |
| Analysis of employee mobile phone bills where personal usage over and above the employee package is concerned, and billing the employees for that personal usage | To recoup money owed to the Council by employees | Article 6 (b) Processing is necessary for the performance of a contract to which the data subject is party; Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the controller, namely Section 65 of the Local Government Act, 2001. | None | None |
| Civic relationships management – dealing with other bodies and their executives | To carry out role as a public body and local authority | Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the controller, namely Section 63, 64 and 65 of the Local Government Act, 2001. | None | None |
| Arranging meetings of the Council at all levels, full Council, sub-committees, strategic policy committees, joint committees | To carry out role as a local authority | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely Schedule 10 of the Local Government Act; Part 7 of the Local Government Act 2001 as amended. | Media | None |
| Arranging remotely held public meetings of the Council | To carry out role as a local authority | Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the controller, namely: (Local Authorities) (Designation) Order 2020 – S.I. No 445 of 2020, Guidance LG 07/2020 on implementing SI 445/2020, Civil Law and Criminal Law (Miscellaneous Provisions) Act 2020, section 29, | Media & members of public | None |
| Arranging call centre management for the duration of major emergency incidents, emergency incidents and severe weather events. | To fulfil role as local authority and lead agency in emergency incidents and events | Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of the official authority vested in the controller, namely: Major Emergency Management Framework | None | None |
| Arranging in-house design and printing services | Provide in house design and printing function | Article 6 (f) processing is necessary for the purposes of the legitimate interests of the data controller, namely, achieving value for money on printing and design service. | None | Print and design services. |
| Administering Irish language grants to individuals and community groups who promote and organise events to support the use of Irish. | To promote the Irish language | Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, namely section 64 and 68 of the Local Government Act 2001, The Official Irish Language Act, 2003. | None | None |
| Management of annual councillor donations statement | To comply with the protocols concerning donations to councillors | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely: Local Elections (Disclosure of Donations and Expenditure) Act, 1999 and the Electoral (Amendment) (Political Funding) Act 2012 | Available for public inspection on request. | None |
| Managing health and safety issues within corporate services department, including accident and near-miss and dangerous incident reports | To manage health, safety and welfare at work | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely the Health, Safety and Welfare at Work Act, 2005 | HSA | None |
| Organising civic receptions | To extend civic honours pursuant to the reserved functions of the elected Council | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely section 74 and 76 of the Local Government Act, 2001 Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, namely: Section 76 of the Local Government Act 2001 as amended | Media | None |
| Handling and transmitting customer service requests (correspondence and post) and complaints via customer services at HQ reception and via phone from HQ | To facilitate channels of communication with the public | Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, namely Section 65 Local Government Act 2001 | None | None |
| Communications and public relations – publishing on the Council’s website, on social media, and in print media | To facilitate channels of communication with the public | Article 6(e) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller, namely Section 65 Local Government Act 2001 | Media | Photography/ videography services. |
| Ethical Framework/Register of Interests | Administration of Annual Declarations for the elected members and relevant staff | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely Part 15 of the Local Government Act, 2001, Section 171 of the Local Government Act 2001. Ethics in Public Office Act 1995 as amended by the Standards in Public Office Act, 2001 | Available for public inspection | Submit.com |
| Organising procurement competitions as required for corporate area, including tenders management | Procure goods and services in line with Council policy and statutory requirements | Article 6 (e) necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Clare County Council, in this case: EU directives on procurement of goods and services; national legislation, policy and guidance in relation to procurement of goods and services. | None | None |
| Register of electors | To fulfill Council’s legal obligation under electoral legislation. To enable members of the public to exercise their right to vote. | Article 6 (c ) processing is necessary for compliance with a legal obligation to which the controller is subject. Electoral Act 1992 as amended by the Electoral Reform Act 2022. | IReg, County registrar, ‘Check the register’ website. Data Sharing Agreement between DSP and CCC re DSP API service re register of electors | None |
| Local Elections | To facilitate the submission of nominations for local elections and election of councillors | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject. Electoral Act 1992 as amended by the Electoral Reform Act 2022, Local Elections Regulations 1995, Local Government Act 2014. | Dept of Housing, Planning and Local Government; County Registrar; Media; political parties; Printing companies. | None |
| Receiving and handling reports under the Protected Disclosures Act. | To handle protected disclosures in line with Council policy and legal requirements | Article 6 (c ) processing is necessary for compliance with a legal obligation to which the controller is subject, namely, the Protected Disclosures Act, 2014 and Protected Disclosures (Amendment) Act 2022 | None | None |
| Councillor Financial Supports Framework | To fulfill the legal obligation of the Council in respect of payments, expenses and allowances due to councillors. | Article 6 (c) Processing is necessary for compliance with a legal obligation to which the controller is subject. Part 14 of the Local Government Act, 2001, section 142; Local Government (Expenses of Local Authority Members) Regulations 2014-2017 | None | My Pay |
| Organise councillor conference and other travel expenses, including foreign travel, similar regarding Council executives | Manage and maintain civic relationships to benefit the social cultural and general interests of the area | Article 6 (c) Processing is necessary for compliance with a legal obligation to which the controller is subject. Part 14 of the Local Government Act, 2001; Local Government (Expenses of Local Authority Members) Regulations 2014-2017 Article 6 (e) necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Clare County Council, in this case: Section 75 of the Local Government Act 2001, as amended. | The hosts of delegations | None. |
| Prepare and process documentation for Council meetings and arranging & administering meetings | Holding of Annual, Budget, Monthly Plenary, Municipal District and Strategic Policy Committee Meetings | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely the Local Government Act, 2001; Parts 6 and 7 of the Local Government Act 2001 as amended, Schedule 10 as amended, and standing orders of the Council. | Media | None |
| Councillor meeting attendance register | Local authorities maintain a register of councillor attendance at Council meetings, committee meetings, training and conference events. | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely Section 142 of the Local Government Act 2001. | None | |
| Councillor payments register | Local authorities maintain a register of councillor payments. | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely Section 142 of the Local Government Act 2001. | None | |
| Chief executive monthly management reports | Local authority monthly management report from the chief executive on activities, progress and statistics in each local authority area of activity. | Article 6 (e) necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Clare County Council, in this case: Section 136 of the Local Government Act 2001, as amended. | Media | None |
| Organising books of condolence | Show solidarity with bereaved family, friends, colleagues of a deceased person | Article 6 (e) necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in Clare County Council, in this case: Section 64 (1) & 65 (1) of the Local Government Act, 2001. | Next of kin of deceased, or in some cases to an organisation, for example an embassy or public body | Submit.com; Other consultation platform. |
| Conduct surveys of public opinion | Establish the views of the public on particular issues | Article 6 (e) necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Section 64(2)(b) of the Local Government Act, 2001 | None | Engagement HQ; Varies, depending on the survey. |
| Administering award schemes of the Council | Honour various persons by way of conferring an award under a Council’s awards scheme | Article 6 (e) Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Section 65 of the Local Government Act, 2001 | Media | None |
| Management of the local authority audit committee | Administer the legally required audit committee | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely section 122 of the Local Government Act, 2001 | None | None |
| SPC scheme management | Determine composition of SPC groupings after local elections or otherwise. | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely part 7 of the Local Government Act 2001 as amended. | None | None |
| Arranging Irish language translations | Arranging translations into Irish | Article 6 (c) processing is necessary for compliance with a legal obligation to which the controller is subject, namely The Official Irish Language Act, 2003. | None | Premier Irish Translations Ltd |
| Advertising management | Arranging publication of adverts for other departments of the Council | Article 6 (e) Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller. Section 65 of the Local Government Act, 2001. | None | Spark Foundry, t/a Media Vest |
Page last reviewed: 13/10/23
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