Privacy notice
Privacy notice - Active Schools and Sports Development
Data Controller
Scottish Borders Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Our head office is located at Newtown St Boswells, Melrose TD6 0SA. You can contact us on 0300 100 1800 or customeradvice@scotborders.gov.uk.
Data Protection Officer
The Council’s Data Protection Officer can be contacted using the contact details for the Council as set out above or by email at dataprotection@scotborders.gov.uk
How we will use your information
We collect and use your personal information to enable us to plan and support the delivery of Active Schools and / or Sports Development within the Scottish Borders, including managing registrations, attendance, events and communications. The Council is collecting and using this information in the performance of a task carried out in the public interest (and/or substantial public interest) (to deliver Active Schools and / or Sports Development programmes).
This privacy notice will be made available at the point your information is collected.
The Council may use your information to contact you by post, email, or telephone and to maintain our records.
The information used will normally be retained for up to two years and then disposed of securely. Information may be retained for longer where we are legally required to do so and where it is appropriate for the service needs e.g. whereby an individual is involved in an accident, this will be retained in line with Health and Safety's retention period. Further information on the retention periods for each data category can be found on the Scottish Archives website.
Who we may share your information with
Your information will be accessed by relevant Council staff who need to use it for the purpose described above.
Your information may be shared with approved volunteer and paid deliverers who are appropriately inducted and require access to the information to safely deliver activities.
Your information may be shared with partner organisations, for example schools, community clubs or organisations who help facilitate some of our opportunities. This sharing will only take place where necessary and proportionate for the delivery of activities or events. Our partner organisations will have been appropriately vetted and are expected to handle personal data securely and in line with data protection requirements.
Where information is shared, it will be limited to what is necessary (for example contact details, attendance information and relevant health or emergency information where required for safeguarding purposes).
Photography and media
We may take photographs or videos during activities for promotional purposes (e.g. social media or press releases) where appropriate consent has been obtained as part of the registration process. You can withdraw your consent at any time.
Third Party Information
If you have provided anyone else's details to us, please make sure that you have told them that you have given their information to Scottish Borders Council. We will only use this information to contact them in connection with the delivery of Active Schools and / or Sports Development. If they want any more information on how we will use their information they can visit our Privacy statement webpage or email dataprotection@scotborders.gov.uk
Your rights
You have the right to request access to any personal information held about you by the Council. You can also request that we restrict the use of your information or even object to any further processing. You can do this by contacting the Data Protection Officer using the contact details provided above. We will respond to your request within thirty calendar days.
More information on your rights can be found on our Data protection webpage or if you would like a hard copy of this information, please contact us using the contact details provided above.
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 the Council's Data Protection Officer by email at dataprotection@scotborders.gov.uk or by telephone 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 at Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
You can contact the ICO by phone on 0303 123 1113 or visit the Information Commissioner's Office website for more information.
If your complaint is not about a data protection matter, you can find details on how to make a complaint on our Complaints webpage.