1. Introduction
A new data protection law was introduced on 25 May 2018. This Privacy Notice explains how ÓûÂþɬ Council uses, processes, and protects the information you provide when using our Virtual Agent (online chatbot) to obtain council‑related information and request services.
2. Who we are / Data Controller
ÓûÂþɬ Council acts as the ‘Data Controller’ for the information you provide.
Data Protection Officer
[Address: Iain Jackson, Governance and Risk Manager, ÓûÂþɬ Council, Governance and Law, Kilmory, Lochgilphead PA31 8RT.
Email: Iain.Jackson@argyll-bute.gov.uk or data.protection@argyll-bute.gov.uk
Telephone: 01546 604188 or 01546 605522
3. When and what information do we collect?
You may provide personal and property‑related information when:
- Asking about council services or information
- Submitting a service request related to individuals, businesses, or properties
We may collect:
- Name, address, telephone, email
- Property address or reference
- Business name and contact details
- Service‑specific info (e.g. nature of request, accessibility needs)
We do not collect sensitive personal data unless explicitly requested to support your request. We only collect information that is necessary to deliver the service.
4. Why do we need this information?
You have chosen to engage with the Virtual Agent to seek information or request council services.
Legal basis:
Processing is necessary for the performance of a task carried out in the public interest or under official authority.
5. What we will do with your information
- Your enquiry/request will be forwarded to the relevant council service
- It will be used to acknowledge receipt, process the request, and, if needed, to contact you
- Data is stored on secure council systems, hosted and accessed entirely within the UK, not shared with third-party large language model providers
- Important: While our Virtual Agent is powered by a Large Language Model, any data entered by you is not used to train the LLM on the open web. All input and responses are retained only within our secure, protected council environment.
6. Where your information is kept
All data is stored on protected council servers located in the UK. No personal or property data is transferred outside the council’s secure environment.
7. How long we keep your information
Information will typically be kept for up to 1 year from the date of your interaction, unless:
- Your enquiry forms part of a case/file, in which case it may be retained according to that service’s records‑retention ÓûÂþɬ.
8. Automated decision‑making
No automated decision‑making or profiling occurs. The Virtual Agent provides an interface, to collect relevant information but all decisions are made by council staff.
9. Your rights
You have the following rights under data protection law:
- Access your personal data
- Rectify inaccuracies
- Request erasure (where legally permitted)
- Request data portability (where lawful basis allows)
- Object to processing (where lawful basis applies)
- Withdraw consent at any time (if processing is based on consent)
- Lodge a complaint with the Information Commissioner’s Office
To exercise any rights, please contact our Data Protection Officer.
10. ICO contact details
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk
11. Note
This Privacy Notice applies specifically to information collected via the Virtual Agent. If your enquiry is escalated or processed by a different council service, that service may provide a more specific privacy notice relevant to your interaction.
