How your information is handled

Who is responsible

Ian Barrs is the current operator and data controller for muirkirk.info: he is responsible for deciding why and how the service uses personal information. The service is independent: it isn't operated by East Ayrshire Council, an emergency service, MEG or the Community Council.

Public intake must remain disabled until Ian has recorded the legal capacity in which he will operate, completed the ICO fee assessment and published a valid correspondence address.

How to contact the controller

For privacy questions or information-rights requests, contact Ian Barrs at ian@muirkirk.info, including while secure intake is disconnected. A correspondence address and operational mailbox checks remain required before public intake opens. Don't email report details, photographs or highly sensitive information as an alternative to a disabled form.

Email Ian Barrs for a privacy question or to ask for your information.

Planned change of operator

Ownership and control are planned to transfer to madegood in October 2026. The receiving legal entity and exact effective date haven't yet been confirmed. Ian Barrs remains responsible until an actual transfer is agreed, documented and reflected in this notice; the calendar doesn't change the controller automatically.

Before any transfer of personal information, the actual legal entity, its contact details and each party's role must be recorded: who decides why and how the information is used (a controller), and who only handles it on the controller's instructions (a processor). The transfer must have an appropriate lawful basis, safeguards and notice to affected people.

Service data stays for this service

muirkirk.info doesn't sell personal information, use service data for marketing other services or automatically enrol anyone in another service. An account and its data are for muirkirk.info only. A change of operator doesn't expand those purposes or your choices.

People supporting the service through madegood, charIT or another brand may access only the minimum information needed for an authorised muirkirk.info support task. A brand name, funding or affiliation doesn't itself grant access or establish a legal role.

Information the service may use

• Contact details you provide, such as your name and email address.
• Your question, support request or organisation application and the choices you make on the form.
• For a permitted community report: category, official route shown, description, location, an existing official reference, sharing choices and one optional photograph.
• Age-range acknowledgement, service acknowledgement and account or ticket-following details.
• Messages, actions, dispatch evidence and minimal disclosure records; ongoing status history only where the request includes managed support.
• Limited technical request and security data processed by the hosting and service providers, such as an IP address, date, browser information and requested page.

Information not requested

Don't use muirkirk.info for immediate danger, crime or safeguarding details, health information, gas leaks, fallen electrical equipment, active flooding or sewage emergencies. The report guide sends these matters straight to the appropriate official route without opening a muirkirk.info form.

Don't send passwords, recovery codes, MFA seeds, payment-card information or other people's confidential records. If information outside the service scope arrives accidentally, access will be restricted while Ian decides how to delete it safely and signpost the sender.

Why information is used

The intended purposes are to receive and answer requests, triage permitted reports, provide organisation support, maintain a private ticket history, prevent misuse, keep the service secure, honour people's information rights and meet legal duties.

The service doesn't use submitted information for advertising, profiling or automated decisions. Anonymous totals may be kept to understand demand after the underlying tickets are deleted.

Proposed lawful bases

Legitimate interests is the proposed basis for receiving and managing a request and protecting the service. Those interests are providing a useful community service and operating it safely. This basis can't be used until the recorded legitimate-interests assessment has passed its purpose, necessity and balancing tests.

Consent is the proposed basis for optional onward sharing. Consent to share issue details, location or a photograph is separate from consent to share contact details. You can withdraw consent for future sharing, although that can't undo a disclosure already made lawfully. Legal obligation may apply where records must be used to meet a legal duty.

Who may receive information

Odoo is the intended ticket-system processor and Cloudflare is the intended static-site and security provider. Their current contracts, subprocessors, data locations, transfer safeguards, logs and deletion behavior must be recorded and approved before intake opens.

For a permitted report, necessary issue details may be sent to the responsible service only if you agreed. Your contact details are included only if you separately agreed and sharing them is necessary. Ian may also disclose information where the law requires it or to obtain confidential legal or security advice.

External official routes

Following an official link or calling an official number doesn't submit a form to muirkirk.info or pass on your report details. The receiving organisation handles that contact under its own privacy notice. Your browser will still make the normal technical request needed to open an external website.

muirkirk.info doesn't sell resident information, share it with community organisations for marketing or publish reports and photographs on a public map.

Who can use the service records

Only authorised service staff and volunteers are internal Odoo users, with access limited to their service duties. Residents' optional portal accounts are separate from internal access. An organisation being listed, receiving a report or getting support doesn't entitle it to the shared backend, other people's tickets or a general data export.

An authorised organisation representative may ask to inspect or receive a scoped export of that organisation's own interactions, where lawful and permitted. We check authority, scope and other people's rights before providing it. Individual information rights remain available separately.

Messages and optional announcements

Necessary service or account messages, such as a reply you asked for or a security notice, are separate from optional announcements. Optional announcements require a separate opt-in and you can stop them at any time without losing access to the service.

We don't repeatedly contact people who declined or stopped optional updates to ask them to opt back in. A minimal preference record may be kept to respect that choice.

Catalogue information and participation

A catalogue listing, participation in the service, necessary correspondence and optional notifications are separate choices and purposes. Being listed doesn't create an account, subscribe anyone to updates, make an organisation a service partner or imply endorsement.

Correcting or removing information

Ask Ian to correct or remove catalogue information or personal data. Each request is assessed on its facts, the applicable rights and any lawful reason to retain particular information. Being a charity or public body isn't a blanket exemption from correction, objection or deletion requests.

How long records are kept

For regular managed support, the intended rule is to delete the complete Odoo ticket, chatter, messages and attachments 12 months after the ticket is closed, with a monthly deletion review. For relay-only requests, the intended rule is closure after verified dispatch, no further organisation status notifications, and deletion of ticket-specific personal information 28 days after that dispatch. Both procedures must be configured and verified before the relevant intake opens. No automatic deletion is claimed to be running.

Relay-only means passing on an authorised request, not monitoring the recipient's progress. After verified dispatch, the intended process closes our record and sends no further routine status notifications to you or the receiving organisation. Only genuinely anonymous counts may remain after ticket-specific information is deleted; small counts, precise places or unusual details mustn't identify anyone.

Account and contact records have a separate lifecycle based on ongoing service need. Minimal records needed to respect a no-contact choice or reapply deletion after a backup restore have their own limited purposes and review periods. They aren't a reason to keep the ticket narrative, location or photograph. Any necessary legal hold must be specific and reviewed.

Backups and deletion limits

Deleting a live record may not remove it immediately from protected provider backups. Backup frequency, retention, locations, restore access and expiry must be confirmed against the live Odoo contract before launch and reflected in the final notice.

A backup won't be searched or restored simply to recover a deleted ticket. If a backup is restored for service recovery, the deletion list must be reapplied before normal use. No promise of instant or absolute erasure is made.

Our deletion rules cover records under our control. A recipient's email, system or other copy is covered by that recipient's own retention rules; deleting our ticket doesn't delete those external copies. We address correction or deletion with recipients where required.

Your choices and rights

Depending on the circumstances and lawful basis, you may ask for access, correction, deletion or restriction of your information, or object to its use. You may withdraw optional sharing consent or announcement opt-in at any time. Data portability applies only in particular circumstances.

Your right to object: you may object to processing based on legitimate interests. Ian must stop unless there are compelling legitimate reasons to continue or the information is needed for legal claims.

Questions and complaints

You can ask Ian Barrs for your information at ian@muirkirk.info now. You don't need an account, a special form or the words "subject access request" or "DSAR". Identity checks will be proportionate and the normal response deadline is one calendar month. Secure intake being disconnected doesn't suspend your information rights.

You can also complain to the Information Commissioner's Office. It's helpful, but not required, to raise the matter with Ian first.