Free School Meals and Clothing Grants - 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.

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, who is responsible for ensuring personal data is managed in accordance with data protection legislation, can be contacted as follows:

Address: Iain Jackson, Governance and Risk Manager, Argyll and Bute Council, Governance and Law, Kilmory, Lochgilphead PA31 8RT. 

Email:   or  

Telephone:  01546 604188 or 01546 605522   

The information we need to collect will include:

  • your name
  • your address
  • your e-mail address
  • your bank account details
  • your child’s name
  • your spouse/partner name where appropriate
  • your national insurance number
  • your benefit claim number
  • evidence of receipt of benefit
  • evidence Child Tax/ Working tax Credit with household income details (if applicable)
  • Housing / Council Tax Benefit (if applicable)
  • Immigration Status (if applicable)

Why we need this information?

Your information is being collected for the following purpose:

To assess if you are eligible to 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:

Legal Obligation: Under the Education (Scotland) Act 1980, Chapter 44, Section 54 Argyll and Bute Council must make provision for the clothing of pupils who would otherwise be unable to afford school wear. 

Under the Education (Scotland) Act 1980, Chapter 44, Section 53 Argyll and Bute Council must make provision where they provide school lunches, free of charge to a pupil to whom section 53(3) of the 1980 Act applies. Section 53(3) of the 1980 Act applies to a pupil who is in receipt of, or whose parents are in receipt of, certain benefits, allowances or tax credits.

What we will do with your information?

All of the information we collect from you will be processed by staff in the United Kingdom.

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.

The information you provide to us about your Free School Meal and/or Clothing Grant request will be entered into the Education department’s Management Information System Clothing Grant and Free School Meals module.

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 ( ) or can be provided in paper format on request to the contact address stated above.

How long will we keep your information?

We will usually keep your information 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. 

If you are not eligible for Free School Meals and/or a Clothing Grant your details will not be entered into the Clothing Grant and Free School Meals module and your application and evidence will be securely destroyed.

More information on our retention schedule is provided on the Council website ( ) or can be provided in paper format on request to the contact address stated above.

Your Rights

When you provide information to the Council, you will have the following rights:

  • to withdraw consent at any time, where the lawful basis specified above is consent
  • to lodge a complaint with the Information Commissioner’s Office – see below for details
  • to request access to your personal data – please contact the Data Protection Officer if you wish to submit a request.
  • 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 far as the legislation permits – please contact the Data Protection Officer and provide details of what data you wish to be rectified or erased.

You can find out more about your rights in relation to data protection here: 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  

The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone:  0303 123 1115 

Did you find what you were looking for?

Why wasn't this information helpful

Limit to 250 characters.