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
The information we need to collect will be shown on the application form but will include:
- your contact details
- your financial details
We may also require special category information (also known as ‘sensitive personal data’) such as health details.
Why we need this information?
Your information is being collected for the following purpose:
To see if you can get financial help with your child's school meals and/or clothing.
If you do not provide this information, then we will be unable to assess your eligibility and therefore will not be able to provide a Free School Meal and/or Clothing Grant. We will not collect any personal data from you that isn’t needed for delivery of those services.
The legal basis for collecting your information in these circumstances is:
Article 6(1)(e) – Public task on the basis of the obligations placed on the Authority to provide food and clothing to certain pupils set out in the Education (Scotland) Act 1980.
Where special category data is processed it will be under:
Article 9(2)(g) Special categories of data are being collected for reasons of substantial public interest for aims that are proportionate and which contain appropriate safeguarding measures.
What we will do with your information?
All of the information we collect from you will be processed by staff in the United Kingdom.
|
Who we will share with |
Reason for Sharing |
|---|---|
| SEEMiS (Education department’s Management Information System) | For processing through the Clothing Grant and Free School Meals module |
| Music Services | If you apply for instrumental instruction |
| School Transport | If you apply for a courtesy ride |
| PECOS (Council's payment system) | If you are entitled to free school meals at a school not currently able to supply meals, in order to provide you with payment in lieu. |
| Schools | To notify schools that your child is entitled to Free School Meals |
| School Catering and CRB Cunninghams (school meal account provisioning partner) | To ensure a free school meal is provided |
| Finance payment systems | to enable Clothing Grants to be paid |
| Customer & Support Services | to process applications and verify benefit entitlement where applicable |
| Scottish Government | In respect of census, Scottish Government receive information that your child is in receipt of FSM but not any further details about parents or their income details |
We are legally obliged to safeguard public funds, so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes. We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this. We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.
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 contact address stated above.
How long will we keep your information?
If you receive a financial payment from us, we will usually keep information relating to this for a minimum of 7 years, after this period it will be destroyed under secure arrangements if it is no longer required for the lawful purpose for which it was obtained.
Application forms, evidence of eligibility and correspondence will be stored electronically on the Argyll and Bute Council Oracle system and will be retained for 3 years.
If you do not qualify for Free School Meals and/or a Clothing Grant your details will not be entered into the Clothing Grant and Free School Meals module.
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 the contact address stated above.
Automated Decision Making
Argyll and Bute Council will use information from other departments to check if you are eligible for Free School Meals and/or Clothing Grants. If you meet the eligibility criteria, you will automatically be approved to receive Free School Meals and/or Clothing Grants.
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
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
