Education - Welfare Call

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:   

Argyll and Bute Council require information to provide you with Education services. This information is detailed in the registration form for nursery or school. 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 will include gender.

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?

To enable us to effectively and efficiently monitor your attendance at school for those pupils who are looked after under the Looked After Children (Scotland) Regulations 2009 legislation.

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 aren’t needed for delivery of those services.

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

Legal Obligation:

  • Education (Scotland) Act 1980
  • Children (Scotland) Act 1995
  • Adoption and Children (Scotland) Act 2007
  • The Looked After Children (Scotland) Regulations 2009
  • Children Hearings (Scotland) Act 2011
  • Children and Young Persons (Scotland) Act 2014

What we will do with your information?

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 as detailed below:

Who we will share with

Reason for Sharing

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

When there is a child protection concern

Social Work Services, Police and Health

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

ASN Team

To assess need and allocate resources

Central Education Staff

To support pupils, parents and schools /ELC Settings

Welfare Call Ltd

To process attendance for children and young people who are looked after under the Looked After Children (Scotland) Regulations 2009 legislation. Welfare Call Ltd will process your data as detailed in the data processing agreement we hold with them.

You should also be aware that your data will be stored on servers located within the United Kingdom. Correspondence is kept in email format for the current year plus 3 archived years. 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 your School Support 01369 704000.

How long will we keep your information?

The Education Service 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). More information on our retention schedule is provided on the Council website ( or can be provided in paper format on request to School Support 01369 704000.

Welfare Call Ltd will process your data for as long as you remain looked after under the Looked After Children (Scotland) Regulations 2009 legislation and as long as Education Service procure their services. If you cease to be looked after your data will remain in Welfare Call Ltd for the remainder of the academic session following that it will be anonymised in order that we can use the data for decision making.

Automated Decision Making

There are no automatic decision making used by Welfare Call Ltd or the Education Service in respect of this process.

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

If you would like this document in an alternative format, such as a hard copy, please contact School Support on 01369 704000.

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