What information do we need?
ߣsirÊÓƵ 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: data.protection@argyll-bute.gov.uk
ߣsirÊÓƵ and Bute Council require information from you in order to provide Education to its pupils. This information is detailed in the SEEMiS staff application form. For the purposes of this specific request, the personal data we require includes special category information about you (also known as ‘sensitive personal data’ which may include race / ethnic origin, religious beliefs 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 for the following purposes:
To allow Education to fulfil its obligations to provide an Education service and to provide statistical information to Scottish Government for census purposes.
If you do not provide this information then we will be unable to enter into a contract of employment with 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:
Public Interest: 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
Performance of a contract: your contract of employment with ߣsirÊÓƵ and Bute Council
What we will do with your information?
The majority 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:
|
Who we will share with |
Reason for Sharing |
|---|---|
| SEEMiS (Education department’s Management Information System) | For processing your data |
| School Catering and CRB Cunninghams (school meal account provisioning partner) | To set up a school meal account for you |
| Scottish Government | for the reasons of census and any other requests as detailed by them |
| Groupcall | to enable schools and the Education Authority to communicate with staff |
| Glow | to allow access to Education resources on a secure platform |
| Education Scotland and HMIe | For inspection purposes |
| Parents/Carers | for Education purposes |
| Other agencies such as NHS and Police | When involved with a pupil that you may be involved with and where it is necessary |
| SQA and other examination boards (where appropriate) | for the purposes of professional development award assessment |
| GTCs and SSSC | As required for professional body registrations |
| Other Councils and members of Northern Alliance | In relation to professional networks and collaboration |
| Council print room | In order to produce staff ID badges |
| General public | names and photos of staff working in school via school handbook and websites |
| Central Education | To provide help and support |
| Health & Safety Executive | To meet legislation for recording accidents, incidents and assessing risk |
| Partner Agencies including Third Sector Interface | To progress work related matters |
| Heriot Watt trading as SCHOLAR | To provide online courses and resources to senior phase pupils and their teachers |
| ThingLink | To provide you with a ThingLink account if you request it. |
Your information may be shared with other companies to help schools meet children’s educational needs and to provide education as defined in the Education (Scotland) Act 1980 and other associated legislation. Details of how your information is used by these companies will be shown in a separate privacy notice issued by your school. There may be times when data is processed outwith the European Economic Area and although they may not be subject to the same data protection laws as in the UK, we will take steps to make sure they provide an adequate level of protection in accordance with UK data protection laws.
Your name and job title may also be held in files for CPD purposes and in minutes of meetings you may attend.
We will also generally comply with requests for 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; the data will not be processed outside the European Union. Your data will also be held as paper files which are stored securely in education establishments. 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.
If you have provided anyone else’s details on the form as emergency contact details please make sure that you have told them that you have given their information to ߣsirÊÓƵ and Bute Council. 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?
We 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. 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.
We will ask you to provide details of the current information held for contact and personal information on an annual basis. We will remove/amend these details on the SEEMiS Management Information system.
Automated Decision Making
Automated decision making is not undertaken.
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
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