What information do we need?
Argyll and Bute Council will act as the ‘Data Controller’ for the personal data you provide to us. The Data Protection Officer can be contacted at the Council’s headquarters at Kilmory, Lochgilphead PA31 8RT. The email address is: data.protection@argyll-bute.gov.uk
We will process information held by your school, other council departments, and external partners such as the NHS where appropriate. We may also ask you to supply additional information. The information will include details such as your name, address, email address and/or phone number, CHI number, date of birth, gender, school, year stage, and other information that might be in your Child’s Plan or other documents created to help identify your needs. It may also include name and contact details of whoever looks after you at home. It is likely that some of the information will include special category data.
Why do we need this information?
Your information is being collected for the following purposes:
- To assess whether you require a Coordinated Support Plan to help you access education.
- To prepare a Coordinated Support Plan if one is found to be required.
We will not collect any personal data from you that isn’t needed for these purposes.
The legal bases under the UK GDPR for collecting your information in these circumstances are:
Article 6(1)(c) – the processing is necessary for the council to comply with its legal obligations to:
- Identify from among the children and young people for whose school education they are responsible those having additional support needs who require a co-ordinated support plan and the particular additional support needs of the children and young people so identified.
- Respond to a request from a parent or child/young person for whose school education they are responsible to establish whether that child or young person requires a coordinated support plan and comply with that request unless it is unreasonable.
- Prepare, and subsequently review, a coordinated support plan where it has been established that a child or young person for whose school education they are responsible requires one.
- Co-ordinate, so far as possible, the provision of additional support for the child or young person by the authority and any other persons by whom such support is to be provided, and inform such persons as they consider appropriate, being persons who will be involved in the provision of additional support for the child or young person, of such matters contained in the plan or amended plan as they consider appropriate.
And other related obligations under the Education (Additional Support for Learning) (Scotland) Act 2004
Where special category data is processed it will be under:
Article 9(2)(b) processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the controller or of the data subject in the field of social security and social protection law in so far as it is authorised by Domestic Law providing for appropriate safeguards for the fundamental rights and the interests of the data subject.
What will we do with your information?
All of the information we collect from you will be processed by staff in the United Kingdom.
Your information will be shared with the recipients or categories of recipients listed below:
|
Who we will share with |
Reason for Sharing |
|---|---|
| NHS | If the NHS have been identified as involved in providing you with support we will share enough information to allow them to identify you in their records and, where appropriate, participate in a CSP meeting. |
| Other council departments | If other services run by the council, such as social work, have been identified as involved in providing you with support we will share enough information to allow them to identify you in their records and, where appropriate, participate in a CSP meeting. |
| Third sector organisations | If a third sector organisation has been identified as involved in providing you with support we will share enough information to allow them to identify you in their records and, where appropriate, participate in a CSP meeting |
You should also be aware that your data will be stored on servers located within the United Kingdom; the data will not be processed outside the UK and EEA. We will take all reasonable steps to ensure that your data is kept securely and more information on how we do this is provided on the Council website (www.argyll-bute.gov.uk ) or can be provided in paper format on request to your school.
How long will we keep your information?
We will usually keep your information for a minimum of 5 years after you leave school, after this period it will be destroyed under secure arrangements if it is no longer required for the lawful purposes for which it was obtained. More information on our retention schedule is provided on the Council website (www.argyll-bute.gov.uk ) or can be provided in paper format on request to your school.
Artificial Intelligence
The Council has a number of AI (Artificial Intelligence) systems in use, most notably Microsoft Copilot. These systems are used as productivity assistants and the data is kept securely within the Council Network.
These AI systems do not make decisions for the Council. All AI-generated content requires to be manually checked/verified before it is used operationally.
Automated Decision Making
No automated decision making or profiling will take place using this data.
Your Rights
When you provide information to the Council, you will have the following rights:
- to withdraw consent at any time, where the legal basis specified above is consent
- to lodge a complaint with the Information Commissioner’s Office
- to request access to your personal data
- to data portability, where the Legal basis specified above is i) consent or ii) performance of a contract
- to request rectification or erasure of your personal data, as so far as the legislation permits
Information Commissioner’s Office
The ICO is the UK’s independent body set up to uphold information rights.
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0303 123 1115
Email: Scotland@ico.org.uk
