This notice provides details of what information we collect from you, what we do with it, and who it might be shared with.

Identity and contact details of the controller and the data protection officer

Falkirk Council is the data controller. You can contact the data protection officer at:

Data Protection Officer
Municipal Buildings
West Bridge Street
Falkirk
FK1 5RS

Frequently asked questions


    Why do we collect this information? (purpose and legal basis of the processing)

    The information is being collected for the following purpose:

    1. To facilitate the investigation of your reported road defect.

    The legal basis for each purpose is set out below:

    Legal basis Purpose
    Consent  
    Performance of a contract  
    Legal obligation  
    Vital interests  
    Task carried out in the public interest 1
    Legitimate interests  

    Falkirk Council, as Roads Authority, is responsible under Section 1 of the Roads (Scotland) Act 1984 to manage and maintain those roads which are on its List of Public Roads.


    What information do we collect about you?

    We collect your contact details;

    • name
    • postal address
    • email address
    • telephone numbers

    We also keep copies of your communications with us and our responses.


    Where do we collect information from?

    We collect information from you through the submission of a completed 'Roads – report a defect' My Falkirk form.


    Who might we share your information with?

    Your data will only be accessible by those employees inputting your data, or those tasked with making decisions based on the road defect information you have provided.

    We have a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime.


    Will we send your information outwith the UK?

    We do not transfer your information outwith the UK.


    How long do we keep hold of your information?

    We keep your information as long as required by law or by our business requirements. We have a Business Classification Scheme in place which sets out the types of records we hold, and how long we hold them - you can access the relevant part of the scheme below.

    Transport and Infrastructure

    What are my rights in relation to the information held about me?

    You have the following rights:

    • To see any information held about you by making a subject access request.
    • To withdraw consent at any time, where the legal basis for processing is consent.
    • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
    • To request rectification or erasure of your information, where data protection legislation allows this.

    Do I have a right to complain about the way information has been used?

    If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:

    Information Commissioner's Office
    Wycliffe House
    Water Lane
    Wilmslow, Cheshire
    SK9 5AF

    or if you prefer to use a national rate number:


    Do I have to provide my personal data to you?

    You do not have to provide information to us, but we may then not be able to provide you with a service.


    Do you use any automated processes to make decisions about me?

    We do not use automated decision making processes.


    This notice was last updated in October 2020.