What information do we need?
The information we need to collect will include basic personal data such as name and contact details, however we will also need special categories of data such as health information related to dietary needs for catering at events. Other information, such as financial and ancillary information, may be required but we will only ask for data that is needed for the Community Development service we are providing.
Why we need this information?
Your information is being collected for the following purpose:
To provide you with the support you need from Community Development
We need to know your personal data in order to provide you with the services we provide. We will not collect any personal data from you that isn’t needed for delivery of those services. Please see table of the services we provide and information needed.
| Type of Community Development Service | Information Required |
|---|---|
|
Meetings, events or training – attendance, information before and after the particular support session, hospitality, and any reimbursement of travel |
Dietary information, name, contact details, financial details for reimbursement |
| Supporting Communities Fund – applications and enquiries to the fund including payments to successful applicants, end of project monitoring | Name, contact details, financial information related to organisation applying to fund |
| Distribution of community development information of interest – sending of information of interest including information on meetings, funding opportunities, training and events | Name, contact details |
|
Community Engagement Resources Booking Form – for the lending of engagement materials |
Name, contact details, details of the event requiring the resource |
The legal basis for collecting your information in these circumstances are:
Legal Obligation: The Education (Scotland) Act 1980 requires each local authority in Scotland to “secure adequate and efficient provision” of Community Learning and Development (CLD) in their area. CLD includes Community Development, Adult Learning and Youth Work.
Community Learning and Development (Scotland) Regulations 2013 requires each local authority in Scotland to “maintain and facilitate a process” of assessing needs and priorities for CLD and whether these are being met, and to publish a plan every three years detailing what the council itself and other providers are doing to provide CLD.
For compliance with the ‘Code of Guidance on Funding External Bodies’ produced by the Accounts Commission, and the Operational Guidance produced by COSLA (Convention of Scottish Local Authorities) in the distribution of public funds.
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
We require dietary information in the public interest so that people don’t consume something that may cause them harm.
If you do not want to provide any information about yourself you can still access support through Community Development but we may be limited on how we can help you.
What we will do with your information?
All of the information we collect from you will be processed by staff in the United Kingdom.
|
Who we will share with |
Reason for Sharing |
|---|---|
| PRISM (Management Information System) | For processing your data |
| HMIe (Inspection body) | To allow the service to be inspected |
We only share information which is relevant to providing an adequate and efficient service for you.
There are a limited number of exceptions where we do not have to get your permission before sharing information but we must have a strong lawful reason for doing this. For example if we believe that an adult or child is at serious risk, we must share this information with other agencies, e.g. such as an adult protection concern or allegation.
We sometimes give information to partner agencies that are not currently involved with you, but that may be involved with you in the future. For example, organisations looking to engage with local groups and individuals to help inform Ƶapp or projects. In these circumstances we would ask your permission before sharing any information with them.
You should also be aware that your data will be stored on servers located within the United Kingdom and all paper records will be held securely; the data will not be processed outside the European Union. 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 by the data protection officer if required.
How long will we keep your information?
We will usually keep your information for a maximum of 3 years following the end of the financial year in which the service to you ends, after this period it will be destroyed under secure arrangements if it is no longer required for the lawful purposes for which it was obtained. In the case of applications for a grant we will keep your information for 6 years. More information on our retention schedule can be provided by the data protection officer if required.
Automated Decision Making
We do not use any automated decision making within this service.
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
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.
Data Controller
Ƶapp 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, Ƶapp 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
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