What information do we need?
Argyll and Bute Council will act as the ‘Data Controller’ for the personal data you provide to us. The Data Protection Officer, who is responsible for ensuring personal data is managed in accordance with data protection legislation, can be contacted as follows:
Address: Iain Jackson, Governance and Risk Manager, Argyll and Bute Council, Governance and Law, Kilmory, Lochgilphead PA31 8RT.
Email: Iain.Jackson@argyll-bute.gov.uk or data.protection@argyll-bute.gov.uk
Telephone: 01546 604188 or 01546 605522
We need general details as requested on the application form. However for the purposes of this specific service, the personal data you provide may include 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 purpose:
To provide you with Music Services Instrumental Instruction
We need to know this basic personal data in order to provide you with the services we provide and to establish our rights in relation to those services, as detailed in the contract we have with you. If you do not provide this information then you will be unable to receive music tuition. 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:
Performance of a contract
- you agree to pay the fee in return for instrumental instruction, or
- provide evidence to show eligibility for free instrumental instruction, or
- are sitting national exams in Music from National 4 upwards
If you do not keep to the contract you will be unable to receive instrumental instruction or will be removed from instrumental instruction.
What we will do with your information
All of the information we collect from you will be processed by staff in the United Kingdom.
We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes. We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this. We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.
The information you provide to us about your instrumental instruction request will be entered into the Education department’s Music Services Instrumental Instruction database. If you pay for your instrumental instruction your data will also be entered into the Council’s finance system.
Your information will be shared with the recipients or categories of recipients listed below:
|
Who we will share with |
Reason for Sharing |
|---|---|
| Your school | to excuse you from lessons to attend instrumental instruction |
| Finance Department | to manage payments for the service |
| Music Instructors | to provide instrumental instruction |
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 application form and any evidence supplied will be kept in a locked cupboard in a central education office. We will take all reasonable steps to ensure that your data is kept securely and more information on how we do this can be provided on request to the Data Protection Officer, or to School Support: 01369 704000.
How long will we keep your information?
We will usually keep your information for a minimum of 7 years following your last year of instrumental instruction. 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 can be provided on request to the Data Protection Officer, or to School Support: 01369 704000.
Automated Decision Making
No automated decision making is used in the Music Services instrumental instruction programme.
Your Rights
When you provide information to the Council, you will have the following rights:
- to withdraw consent at any time, where the lawful basis specified above is consent
- to lodge a complaint with the Information Commissioner’s Office – see below for details
- to request access to your personal data – please contact the Data Protection Officer if you wish to submit a request.
- 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 far as the legislation permits – please contact the Data Protection Officer and provide details of what data you wish to be rectified or erased.
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: 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