Early Learning and Childcare - provision for 2 year olds - Privacy Statement

A new data protection law was introduced on 25th May 2018. As a result, we've updated our Privacy Notice to make it easier for you to find out how we use, process and protect your information.

Your Personal Data

What information do we need?

Argyll and Bute Council will act as the ‘Data Controller’ in regard to the personal data you provide to us. The Data Protection Officer can be contacted at the Council’s headquarters is at Kilmory, Lochgilphead PA31 8RT.  The email address is: data.protection@argyll-bute.gov.uk   

We require general information e.g. details such as your name and address as shown on the Application form. However for the purposes of this specific service, the personal data we require may include special category information about you (also known as ‘sensitive personal data’ which may include race / ethnic origin, religious beliefs or health details.

When we are using this more sensitive type of personal information, our legal basis is usually that we require the information for reasons of substantial public interest for aims that are proportionate and which contain appropriate safeguarding measures.

Why we need this information?

Your information is being collected for the following purpose:


To assess your eligibility to early learning and childcare hours


We need to know this basic personal data in order to provide you with the services we provide (or that you have requested) and to establish our rights in relation to those services, as detailed in the parent information leaflet.  If you do not provide this information then we will be unable to provide those services to you.  We will not collect any personal data from you that isn’t needed for delivery of those services.


The legal bases for collecting your information in these circumstances are:

Legal Obligation: The Children and Young People (Scotland) Act 2014 Section 47 Duty to secure provision of early learning and childcare.

What we will 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:

What we will do with your information


Who we will share with

Reason for Sharing


SEEMiS (Education department’s Management Information System)

For processing your data



To involve them in your education


School Transport

If you apply for it


NHS including Allied Health Professionals

To work collaboratively in ensuring your continued health and wellbeing


School/ELC Setting and central Catering staff and CRB Cunninghams (school meal account provisioning partner)

To set up a cashless catering school meal account for you, including special diet information where necessary


Scottish Government

For the reasons of census, assessment and any other requests as detailed by them


Other schools, ELC Settings and Councils

To pass on information about your education when moving from one establishment to another in order to ensure we support you in all your transitions and do all that we can to help your future be a success. We have a legal requirement to do this.



To enable establishments to communicate with people who have been noted as a pupil contact and for inclusion in the Parents' Evening booking system for those schools that use it



To allow access to Education resources on a secure platform


Social Work Services, Scottish Children's Reporter Administration (SCRA), Police and Health

When there is a child protection concern


Multi-Agency Public Protection Arrangements partnerships

In order to comply with the Community Justice (Scotland) Act 2016 and Section 10 of the Management of Offenders etc. (Scotland) Act 2005


Social Work Services, Police and Health

Where there is a wellbeing concern it could be shared with a single agency or shared collaboratively


Education Psychological Service

In order to assess potential input regarding Additional Support Needs


Visually Impaired and Hearing Impaired Services

In order to assess potential input regarding Additional Support Needs


School/ELC Setting Photography companies

To allow child/young person identification photos to be taken and to allow parents the chance to purchase photos


Outdoor trips/excursions/residential

To enable the trip host/organiser to fulfil their duty of care


Education Scotland, HMIe and Care Inspectorate

To comply with legislation on inspecting educational establishments


Health & Safety Executive

To meet legislation for recording accidents, incidents and assessing risk


ASN Team

To assess need and allocate resources


Central Education Staff

To support pupils, parents and schools /ELC Settings


Chief Executive department - Finance

For children and young people who are educated in hospital, in residential schools or have additional support needs



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 European Union. 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 the Youth Services Team on 01369 704000.

How long will we keep your information?

We will usually keep your information for 5 years following your leaving date, after this period it will be destroyed under secure arrangements if it is no longer required for the lawful purpose(s) for which it was obtained.  For children and young people who are currently or have been Looked After and Accommodated by a local authority, files will be kept indefinitely in line with the requirements and recommendations of the Scottish Child Abuse Inquiry (SCAI).

What we will do with your information


Information held

How long we will keep it for


Department for Work and Pensions benefits eligibility form (if applicable)

It will be deleted following the academic year in which you apply for a 2 year old ELC place


Enrolment form for nursery

Until you register for school or until it is superseded


All other nursery information relevant to next provider

Will be passed onto your next ELC setting or the school you register with


Any other remaining information

Will be kept for 5 years following your leaving date



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 School Support 01369 704000.

Automated Decision Making

No automated decision making will be undertaken.

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


You can find out more about your rights in relation to data protection here: www.argyll-bute.gov.uk/data-protection or from the Data Protection Officer by telephone or in writing, as detailed above.


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


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