Visitor books - Online sign in using Passtab - Privacy Statement

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:  Iain.Jackson@argyll-bute.gov.uk   or  data.protection@argyll-bute.gov.uk  

Telephone:  01546 604188 or 01546 605522 

Unless specifically agreed with you, we will only collect personal data about you which does not include any special categories of personal information about you (also known as ‘sensitive personal data’).  The visitor book or signing in register will detail what information we need from you.

Why do we need this information?

This information will be required in order to allow access to the building, and we will not collect any personal data from you that is not necessary for the delivery of the service. If you do not provide this information you will be unable to enter the building.

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

• We have legal obligation under the Fire Safety (Scotland) Regulations 2006 to ensure we have a robust system in place to monitor attendance in a building
• the processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

What we will do with your information?

Your data will be stored on servers located within the United Kingdom or kept securely as paper copies.  We will take all reasonable steps to ensure that your data is kept secure, and more information on how we do this can be provided by contacting the Data Protection Officer (contact details can be found above).

The information you provide may be used internally for statistical analysis and to monitor staff movement.

Some schools who use online signing in systems will share your information with Passtab who act as data processors for the information you provide.

We will also generally comply with requests for, and share, specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.

How long will we keep your information?

General correspondence will be kept for a maximum of 1 year, then it will be disposed of securely. 

More information on our retention policy can be obtained from the Data Protection Officer if required.

Automated Decision Making

No automated decision making will take place.

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 (not applicable)
• 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 (not applicable)
• 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: 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