What information do we need?
¾ÅÐãÖ±²¥ 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
¾ÅÐãÖ±²¥ require information to provide you with the Summer Activities programme. This information is detailed in the booking form. 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 additional support needs and/or health details.
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?
Your information is being collected to help deliver an effective Summer Activities programme in line with Scottish Government requirements to provide an integrated, flexible and accessible services that meet the needs of children age 5-14.
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 basis for collecting your information in these circumstances is:
UK General Data Protection Regulation (GDPR) Article 6(1)(a) – Consent
The parents’ consent to provide this information to ¾ÅÐãÖ±²¥ and their associated Summer Activities Partners to register their child to take part in the programme of summer activities.
UK GDPR Article 6(1)(e) (lawful basis to permit the processing of personal data) processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authorities vested in the data controllers.
UK GDPR Article 9(2)(a) – Consent
The parents’ consent to provide this information to ¾ÅÐãÖ±²¥ and their associated Summer Activities Partners to register their child to take part in the programme of summer activities.
UK GDPR Article 9(2)(g) - special categories of data can also be 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?
The information we collect from you will be processed by staff in the United Kingdom and EEA.
Your information will be shared with the recipients or categories of recipients as detailed below:
| Who we will share with | Reason for Sharing |
|---|---|
| Partner Agencies | Partner Agencies contracted by ¾ÅÐãÖ±²¥ to deliver the Summer Activities programme |
| Catering Services | ¾ÅÐãÖ±²¥ and Bute Catering Services for children and young people who take a lunch provided by the Summer Activities programme |
| Oracle | Internal data management tool |
In addition to the above, ¾ÅÐãÖ±²¥ and Bute Education department has a legal duty to promote, support and safeguard the wellbeing of children in our care. Wellbeing concerns can cover a range of issues depending on the needs of the child.
Staff are trained to identify when children and families can be supported and records are kept when it is thought that a child could benefit from help available in the school/ELC setting, community or another professional. You can expect that we will tell you if we are concerned about your wellbeing, and talk to you about what supports might help in the circumstances. Supports are optional and you will not be required to take them up.
If it would be helpful to share information with someone else, we will discuss this with you and seek your consent before we share it so that you know what is happening and why. The only time we will not seek consent to share information with another organisation is if we believe that a child may be at risk of harm. In these situations, we have a duty to protect children, which means we do not need consent. On these occasions, we will normally tell you that information is being shared, with whom, and why – unless we believe that doing so may put you at risk of harm.
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.
You should also be aware that your data will be stored on servers located within the United Kingdom and the EEA. Correspondence within ¾ÅÐãÖ±²¥ and Bute 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 School Support 01369 704000.
If you have provided anyone else’s details on your booking form (as an emergency contact) please make sure that you have told them that you have given their information to ¾ÅÐãÖ±²¥. We will only use this information to contact them in the event of an emergency or share their data in relation to legal requirements as detailed above.
How long will we keep your information?
¾ÅÐãÖ±²¥ will keep your information for 3 years following the end of the Summer Activities programme, 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.
Partner Agencies will delete your data no later than one month after the end of the Summer Activities.
Automated Decision Making
No automatic decision making will take place for the Summer Activities programme
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, 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