Grange Prestonfield Community Council aims to provide a website that is accessible to the widest possible audience. There may be times when we don't get it quite right, arising from
edits or updates or other changes.
If there is a feature, suggestion or request you want to bring to our attention, please ake a point of contacting < secretary@grangeprestonfieldcc.org.uk >. That will help us make improvements.
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PRIVACY
Grange Prestonfield Community Council (GPCC)
Statement of Privacy and Data Protection Policy: December 2025
Summary
Grange Prestonfield Community Council (GPCC) retains records of email correspondence, under general password protection. The existence and content of the correspondence is not passed into the public domain. In the course of its statutory undertaking as a community council, GPCC may have to pass your name and email address to a named third-party in order to progress its correspondence with you. Please contact us if you do not wish this to happen.
General Terms
1. GPCC has a statutory standing. In the normal course of business, GPCC is in correspondence with City of Edinburgh Council (CEC), elected representatives, public sector, third sector and private sector bodies. It also corresponds directly with members of the public. GPCC holds records of such correspondence.
2. When you contact GPCC in a private capacity and offer personal information such as your name and email address, GPCC will hold the information you offer, for the purpose of responding to the issue, request or question you have raised. In some circumstances, the personal details you offer may be shared with another party outside GPCC, in order to bring the reason for your contact to a successful conclusion.
3. Where you have made such contact, you have the right to end it and to ask for records of your personal details to be deleted. Where GPCC has made contact with you in the first instance, the same right applies.
Good Practice
4. GPCC is made up of a body of members (elected, nominated, co-opted), registered with CEC. They act on behalf of GPCC. Your personal information may sit with one or more members. This includes the Chair, the Secretary and Treasurer. Each member is personally responsible for ensuring that your personal details are safeguarded in their care and are not distributed into the general public domain.
5. Where your details are passed outside GPCC, it will be to a specific, named, counterparty, for the purpose of GPCC business. You may be copied in to that correspondence. Where GPCC corresponds with outside parties in a general, shared, fashion, it will use blind copy correspondence (bcc) to direct the content to individuals it seeks to contact.
6. Members will store their community council correspondence in a secure manner, for GPCC records. For the purpose of such records, GPCC is held to be a Data Controller of information collected. The GPCC Secretary is the Data Protection Officer and is responsible for depositing all formal records of GPCC business (for example, agenda, minutes and reports) with CEC Officers. The Secretary is also responsible for correspondence records and for ensuring that information about individuals held by GPCC is processed on a fair and lawful basis.
7. The GPCC sub-group, Friends of Newington Cemetery (FNC), is self-contained in its interface with the general public. FNC accordingly has its own Statement of Privacy and Data Protection Policy. You can find this on the FNC website at www.newington-cemetery.org.uk
8. The GPCC newsletter, The Grange Prestonfield Voice (TGPV), by way of its invitation to subscribe, builds its own mailing list. A GPCC member will be appointed as Data Protection Officer for TGPV. The mailing list will service the newsletter TGPV. The mailing list will be known to GPCC itself. It will not be passed in part or in whole outside of GPCC.
GPCC Contacts
9. Your central point of contact for GPCC is mailto:secretary@grangeprestonfieldcc.org.uk
Your central point of contact for TGPV is gpccengagement@gmail.com
The GPCC website can be accessed at https://www.grangeprestonfieldcc.org.uk/
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