Data controller and contact details
Scottish Borders Council (including your child’s school) is the data controller. We are responsible for ensuring your child’s data is handled safely.
- Address: Newtown St Boswells, Melrose, TD6 0SA
- Enquiries: 0300 100 1800 | customeradvice@scotborders.gov.uk
- Data Protection Officer (DPO): dataprotection@scotborders.gov.uk
Protecting your child’s identity
Before using any application, we assess if we can achieve our goals while using the minimum personal data required:
- Encryption: Pupil forenames and surnames are strongly encrypted within the software.
- Restricted Access: Only authorised Senior Leadership Team staff and Faculty Heads can access reports for their school.
Information we use and purpose
We have determined that the minimum data required to run the CfE Results Machine is: Scottish Candidate Number, Forename (strongly encrypted), Surname (strongly encrypted), Course Level, Course Title, Component Title, Mark and Band. We use this to:
- Present SQA component marks in a manageable and readable format.
- Support authorised school staff to analyse attainment and plan improvements in the delivery of education.
Legal basis and safety measures
- Lawful basis: We process this data under Public Task, as schools have an official duty to provide education and use accurate information for improvement planning.
- Security: We have completed a Data Protection Impact Assessment (DPIA). The SQA component marks file is transferred using a secure upload, secure email or secure FTP where available. Forenames and surnames are strongly encrypted.
- Retention: The raw data is held securely for three years and is then deleted in line with the school’s process.
Data sharing and decision making
Who sees it: Access is restricted to authorised Senior Leadership Team staff and Faculty Heads. Wilson Webware receives the SQA component marks file to import it into the CfE Results Machine. Each school can view only its own reports.
No automated decisions: The software automates only the presentation of the data into a manageable and readable format. It does not make decisions about pupils.
Your rights and complaints
Depending on your child’s age and capacity (usually from age 12 in Scotland), they or their parent/guardian have the right to access their data or request corrections. They may also ask us to restrict processing or object in certain circumstances. For concerns or to exercise your rights, please contact the Headteacher or visit our Data protection and your rights webpage.
How to raise a complaint
We aim to directly resolve all complaints about how we handle personal information. If your complaint is about how we have handled your personal information, you can contact our Data Protection Officer by email dataprotection@scotborders.gov.uk or phone on 0300 100 1800.
However, you also have the right to lodge a complaint about data protection matters with the Information Commissioner's Office (ICO), who can be contacted by
- post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- phone on 0303 123 1113
- Visit the ICO website
If your complaint is not about a data protection matter, visit our Making Complaints webpage for more information.