Privacy notice – Work EastRen
Who will process your information?
The personal information you give to us through any of our forms relating to employability services and any other personal information we hold about you in this context will be processed by East Renfrewshire Council, Eastwood Park Giffnock G46 6UG for the administration of employability services and funding applications for the provision of those services.
Why do we process your information?
Your information is processed to help us administer and provide employability services. It is also used to ensure you get any funded programmes you are entitled to. Your information may also be shared with other departments within the council and other organisations for the same purposes and also to
check the information we have is accurate;
prevent and/or detect crime; and
protect public funds
Other organisations comprise bodies responsible for auditing or administering public funds, Scottish Government, Skills Development Scotland, East Renfrewshire Council, DWP, European Commission, Audit Scotland, the Community Planning Partnership within East Renfrewshire.
What is the legal basis for us to process your information?
The council processes your information to perform a task carried out in the public interest namely the task of administering employability services in terms of the exercise of powers under the Local Government in Scotland Act 2003.
The law gives certain types of information special significance because of its sensitivity e.g. health information. If we process this type of information about you in relation to employability we do so on the basis that it is of substantial public interest to provide members of the public with employability services and associated funded programmes.
Do you have to provide your information?
Without the correct information we may not be able to process funding for employability programmes and support and you may not receive the funded programmes which you are entitled to. If we ask you to provide specific information in order to assess the correct amount of support you are eligible for and you do not provide this information we will be unable to progress your application for employability support.
How do we collect information about you?
Most of the information the council holds about you will come from you as an individual. Some of the information may come from third-party sources including other local authorities, Scottish Government, Skills Development Scotland, East Renfrewshire Council, DWP, European Commission, Audit Scotland, the Community Planning Partnership within East Renfrewshire. Such information comprises: –
your age and date of birth
your status (in order to assess relevant support) eg unemployed
dates of residence in particular premises and
details of start and end dates within education and educational achievement
details of any past and/or present eligibility criteria you may have to meet including employment status
national insurance number
where employers are seeking funding; your PAYE and salary information
How long will we keep your information?
The council will hold your information from the end of the year it was provided for a period of six years. Information gathered for the purposes of the European Social Fund programme will be subject to the document retention period as set by the European Commission; currently set at ten years. For the purposes of all other external funders this will be subject to their document retention policy. For further information please contact 0141 577 8438. Your information will be destroyed under confidential conditions after this period.
Who is your information shared with?
Your information will be accessed by council staff who need to do so to administer employability services and funded programmes you are entitled to. If such administration is provided on the council’s behalf by an external agency, that agency will also have access to your information. This includes the Scottish Government, Skills Development Scotland, East Renfrewshire Council, DWP, European Commission, Audit Scotland, the Community Planning Partnership within East Renfrewshire.
The council also needs to ensure proper administration of its funds so details will be checked internally for fraud prevention and verification purposes. Information is also analysed internally in order to provide management information and inform future service delivery.
Your information may also be shared with other departments within the Council, bodies responsible for auditing or administering public funds, other councils, public sector agencies, governmental departments and other private companies or entities (such as credit reference agencies or service providers).
The council also generally complies with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate.
Do we transfer your information outside the UK?
In general we do not transfer personal information outside the UK but on the rare occasions we do we will inform you.
We will only transfer information outside the UK when we are satisfied that the party that will handle the data and the country it is being processed in have adequate safeguards for personal privacy comparable to those which are in place in the UK.
Profiling and automated decision-making
The council do not use profiling or automated decision-making for administering employability services. Some processes are semi-automated but a human decision-maker will always be involved before any decision is reached in relation to you.
You have the right to:
- Be informed of the council’s use of your information
This notice is intended to give you relevant information to meet this right.
- Access personal data held about you
You have the right to access personal information the council holds about you by making what is known as a subject access request. You can receive a copy of your personal data held by the council, details on why it is being held, who it has been or will be shared with, how long it will be held for , the source of the information and if the council uses computer systems to profile or take decisions about you.
- Request rectification of your personal data
We want to make sure that your personal information is accurate, complete and up to date. You have the right to ask us to correct any personal information about you that you believe does not meet these standards
- Request that the council restricts processing of your personal data
In some cases, you may ask us to restrict how we use your personal information. This right might apply while we are dealing with a request for correction of your data or we are assessing an 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. When you successfully exercise this right 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.
- Object to the processing of your data
You have the right to object to the council’s use of your personal data. The council will generally have to demonstrate why it is appropriate to continue to use your data but you have an absolute right to tell us to stop using your personal information for direct marketing purposes.
- Ask us to delete 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
- we are using that information with your consent and you have withdrawn your consent
- you have a genuine objection to our use of your personal information
- our use of your personal information is contrary to law or our other legal obligations.
If you have an issue with the way the council handles your information or wish to exercise any of the above rights in respect of your information you can contact the council’s data protection officer by post at:
The Data Protection Officer
East Renfrewshire Council
or by email at [email protected]
You have the right to complain directly to the Information Commissioner’s office (ICO).
The address of their head office is: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5EF
Telephone: 0303 123 1113
Alternatively, you can report a concern via their website at www.ico.org.uk
The ICO also have a regional office at 45 Melville Street, Edinburgh EH3 7HI
Telephone: 0303 123 1115 e-mail: [email protected]
While you can go directly to the ICO, the council would welcome an opportunity to address any issues you have in the first instance.