Annual Data Check Privacy Statement
Who we are:
Glasgow City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at City Chambers, George Square, Glasgow G2 1DU, United Kingdom. Contact details for our Data Protection Officer can be found on our website.
Why do we need your personal information and what do we do with it?
You are giving us your/your child's personal information to allow us to provide you/your child with an adequate and appropriate education. We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records. If you enrol your child in a Glasgow school, we will (where possible) check our other records to see if you may be entitled to education grants such as free school meals and will contact you directly if it appears that you may be entitled to any of these but have not applied for them.
Please advise the council's data protection officer (contact details below) if you do not want us to contact you in these circumstances.
Legal basis for using your information
We provide these services to you as part of our statutory function as your local authority. You can find more details of our role on our website. Processing your personal information is necessary for the performance of a task carried out in the public interest of the council.
If you do not provide us with the information we have asked for then we will not be able to provide this service to you.
We may also need to process more sensitive personal information about you in order to protect your vital interests in circumstances where we will not be able to seek your consent.
Who do we share your information with?
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.
Your information is also analysed internally to help us improve our services. This data sharing is in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website. It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011 which can be viewed here.
We will also share information with the Scottish Government, the Scottish Qualifications Agency, Skills Development Scotland (secondary schools only), and health and wellbeing services. We may also share information with other external agencies and organisations who provide or assist with educational provision, online messenger and parents evening booking providers and with online payment solution providers.
How long do we keep your information for?
We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need. We maintain a records retention and disposal schedule which sets out how long we hold different types of information for. You can view this on our website at www.glasgow.gov.uk/rrds or you can request a hard copy from the contact address stated above.
Your rights under data protection law:
Access to your information
you have the right to request a copy of the personal information that we hold about you.
Correcting your Information
we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.
Deletion of your information
you have the right to ask us to delete personal information about you where:
- you think that we no longer need to hold the information for the purposes for which it was originally obtained
- you have a genuine objection to our use of your personal information - see Objecting to how we may use your information below
- our use of your personal information is contrary to law or our other legal obligations.
Objecting to how we may use your information
You have the right at any time to tell us to stop using your personal information for direct marketing purposes.
Restricting how we may use your information
in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. This right might also apply if we no longer have a basis for using your personal information but you don't want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.
Please contact us as stated above if you wish to exercise any of these rights.
Information you have given us about other people:
If you have provided anyone else's details on this form, please make sure that you have told them that you have given their information to Glasgow City Council. We will only use this information to contact those people in the event of an emergency. If they want any more information on how we will use their information they can visit our website.
If you do not have access to the internet you can contact us on 0141 287 1055 to request hard copies of any of the above documents. We aim to resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner's Office. Contact details for our Data Protection Officer and for the ICO can be found on our website.
If your complaint is not about a data protection matter you can find details on how to make a complaint on our website.
More information
For more details on how we process your personal information visit our website.
If you do not have access to the internet you can contact us via telephone to request hard copies of our documents.
This form is printed to enable the school to make appropriate contact in an emergency and to ensure the rights of pupils are adhered to. Please check that the information given is correct. Missing information is indicated by a line. Please supply answers in these places. If there is a second parent or guardian and details have been missed out then please enter them in the space provided.
This information will also allow the school to find out who is entitled to vote on the parent council. You may put answers on the back of the form if you need more space.
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