Privacy Notice
This privacy notice tells you what to expect us to do with your personal information when you make contact with us or use one of our services. Scottish Borders Council (‘the Council’) is the controller for the personal information we process, unless otherwise stated.
The Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Our contact details are: Scottish Borders Council, Council Headquarters, Newtown St Boswells, Melrose TD6 0SA; Customer Advice and Support Service: 0300 100 1800; and email: customeradvice@scotborders.gov.uk
Data Protection Officer
Our Data Protection Officer is Nuala McKinlay. You can contact her by emailing dataprotection@scotborders.gov.uk or via our postal address Council Headquarters, Melrose TD6 0SA. Please address the envelope ‘Data Protection Officer’.
How do we get your information?
The Council will receive information from organisations, such as Scottish Government and directly from you. This exchange will primarily happen electronically.
How will we use your information?
Information will be used a number of ways to help and support guest and sponsor families.
Guest families
- Relevant information may be shared with English to Speakers of Other Languages (ESOL); and
- Welfare checks.
Sponsor families
- Assist the PVG scheme administration to help ensure adults and children are protected;
- Relevant information may be shared with English to Speakers of Other Languages (ESOL);
- Staff will carry out assessments of the property; and
- Arranging for and making payment.
Who will we share your information with?
Relevant information may be shared internally and will be dependent on individual needs. This could include for example, Housing Strategy, Environmental Health, Anti-Social Behaviour, Education, Social Work, Revenue and Benefits, Audit and Legal Services.
Information may also be shared out with the Council. This could include for example:
- partner agencies (such as NHS Borders and Police Scotland);
- Registered Social Landlords;
- Scottish Government; and
- British Red Cross.
Your information may also be shared and analysed internally in order to provide management information, inform service delivery reform and similar purposes to meet our duty to achieve best value and continuous service improvement.
In general the Council does not transfer this information outside either the UK or the European Economic Area (EEA) and on the rare occasions when it does so the Council will inform you.
How long will we keep your information for?
Information will be held in line with the Scottish Council on Archives Record Retention Schedules (SCARRS). SCARRS helps the Council to identify statutory and regulatory retention periods. Relevant information will be retained for a maximum of 6 years plus the current financial year.
The Council is legally obliged to safeguard public funds so details will be checked internally for fraud prevention and verification purposes and may be shared with other public bodies for the same purpose.
What basis allows the Council to use your information?
The lawful basis for processing your information is public task. The processing is necessary to perform a task in the public interest under Article 6(1)(e) of the UK GDPR. In some circumstances we will have a requirement to process sensitive information, such as health information. The lawful basis for processing sensitive information is that the processing is necessary for reasons of substantial public interest Article 9(1)(g) of the UK GDPR.
What rights do I have over my information?
The rights available to you include:
- Access to your information – you have the right to request a copy of the information that we hold about you.
- Correcting your information – we want to make sure that your information is accurate, complete and up to information. Therefore, you may ask us to correct 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 or you have a genuine objection to our use of your information
- Objecting or restricting how we may use your information – in some cases, you may ask us to restrict how we use your information.
Is this privacy notice subject to change?
- Potentially. This privacy notice will be reviewed when necessary.