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: firstname.lastname@example.org
We require general information such as your name, contact details as detailed on the application form. However for the purposes of this specific service, the personal data we require includes special category information about you (also known as ‘sensitive personal data’) which may include health details or additional support needs information.
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.
We might also get information from other people who are already involved with you. This could, for example, be
- A health visitor or a speech and language therapist
- The school doctor, or another medical adviser
- A social worker who knows you
If you tell us that another professional has been involved with your child, we might ask them if they will share any relevant information with us. However, we will do this only if you agree to us contacting them.
Why we need this information?
Your information is being collected for the following purpose:
We need information to help us to understand the situation that you would like us to assist with.
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. 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 basis for collecting your information in these circumstances:
Public Task: Local Government in Scotland (2003) Act gives discretionary power to advance wellbeing.
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:
Childminders and/or Nurseries
To ensure that children and young people get the help they need, we often have to share some of the information we have with other agencies. For example information on our involvement is usually sent to the nursery or childminder, and sometimes to education authority staff, the school doctor or a hospital consultant who is already involved with you.
We only share information which is relevant to providing an adequate and efficient early years’ service for you and we will normally ask for your consent when we are sharing data, particularly medical, health and other sensitive personal information.
There are a limited number of exceptions where we do not have to get your permission before sharing information but we must have a strong lawful reason for doing this. For example if we believe that a child is at serious risk, we must share this information with other agencies, e.g. such as a child protection concern or allegation.
We are sometimes asked to give information to partner agencies that are not involved with you, but that will be involved with you in the future. For example, you may have moved to another part of the country and your new authority asks for information to help them plan for your education. In these circumstances we would ask your permission before sharing any information with them, and we will only send information which is recent and relevant.
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. Paper copies of your information will be stored in a locked cupboard. 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 Early Years Service on 01369 708503.
How long will we keep your information?
We will usually keep your information for a maximum of 5 years after the end of the academic year in which you last accessed the service, 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. 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 Early Years’ Service on 01369 708503.
Automated Decision Making
No automated decision making will be undertaken.
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: email@example.com
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0303 123 1115 Email: Scotland@ico.org.uk