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: data.protection@argyll-bute.gov.uk
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’. This information is detailed in the NEC Application form. We will also use your school photo (NEC only) and address from the school Management Information System SEEMiS.
Why we need this information?
Your information is being collected for the following purpose:
To comply with your request to receive a National Entitlement Card or Junior NEC.
We need to know this basic personal data in order to provide you with the services you have requested. 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 is:
UK GDPR Article 6 (1)(e) processing is necessary for the performance of a task carried out in the public interest, specifically the duty to secure best value, the power to advance wellbeing, the power to provide proof of age cards, and the power to make local concessionary travel schemes under the following legislation and regulations enacted thereby:
Local Government in Scotland Act 2003
Transport Act 1985
Licensing (Scotland) Act 2005
What we will do with your information?
All of the information we collect from you in relation to your request for a NEC will be processed by companies in the UK.
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 Transport and Transport Scotland | To allow School Transport to add the necessary Transport product to your card and with Transport Scotland to allow your NEC to be used on Scottish public transport |
| National Entitlement Card Programme Office (Dundee City Council) | In order for your card to be produced. Dundee City Council appoint a supplier to handle the data required to produce the cards and to send them out |
| Card Management System | Holds your card details to allow for new photos to be added, replacements issued and details updated as required. Access is restricted to those administering the card on your behalf |
| School Catering and CRB Cunninghams (School Meal Account Provider) | In order for your NEC to be used as your cashless catering card (where applicable) |
| Improvement Service | All Scottish Councils are members of the Improvement Service. This company processes data from your card application to keep your data up-to-date. The company will also use the data on behalf of the Scottish public sector to make it easier for you to prove who you are when wish to, for example if you wish to apply for a myaccount signin.mygovscot.org. |
Your personal data will not be shared with anyone else unless there is a legal obligation for us to do so. Young Scot NEC can be used as a proof of age. It will have your date of birth printed on it. It will also have a hologram showing that it is accepted as part of the National Proof of Age Standards Scheme or PASS. Your personal details are not processed by Young Scot or by PASS.
You should also be aware that your data will be stored on servers located within the UK; the data will not be processed outside this area. 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 School Support on 01369 704000.
How long will we keep your information?
|
What Information we hold |
How long we will keep it for |
|---|---|
| Application Form | 2 years |
| Information held in Card Management System | Until you advise us you no longer require your card |
| Information held in School Meal Account system | For a maximum of one academic year following your school leaving date |
You may request to have your data removed at any time. 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 School Support on 01369 704000.
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