In order to provide an effective service to help you achieve your goals, we need to record and store data about you. This document tells you how we store and share this information in accordance with the Data Protection Act 1998 and the General Data Protection Regulation 2018. If you have any questions please ask your workforce officer, if these questions arise at a later date, please feel free to call the project. Contact details are at the end of this notice.
This document explains
• what the data you have provided will be used for
• what your rights are in terms of accessing the data
• who we are, the networks that we are part of and who, in terms of data protection, the Data Controller is.
Benefits to You
Allowing us to store and share your data means that we can provide you with a wide range of personalised information and services which may include;
• Employment and employability support
• Local courses
• Skills training
• Specialist support
• Financial help
We are able to call upon partner organisations, where appropriate, to provide you with additional support to help you progress and, with your permission, pass information across so that partners are aware of what support you have received and what your goals are.
Collection and Storage of Data
We collect and store data you have given us in electronic and paper files which are held securely within our offices and servers.
In addition, your data will be stored on our and partner Management Information Systems such as Etellect, Helix and Hanlon software. These systems allow the Scottish Childminding Association and partnership Local Authorities to monitor services for people wishing to progress into volunteering, employment, training etc. or for people currently in work but may require some assistance to stay in work.
We may store information related to employability services you receive.
The information that will be collected and stored in your account includes contact information, your barriers to employment, any disabilities, services requested and your goals. This information is mandatory to allow us to provide the service.
In addition to this, we may ask you some information about your background, meeting notes, services received and outcomes.
You can see and amend any of this information at any time, simply contact your Workforce Officer to discuss what you will need to do.
This information will be retained for no longer than 7 years after your last support session. This is to allow the organisations who fund the project to audit the records.
Recording the mandatory information is a condition of funding for the Scottish Childminding Association as it will allow us to evidence our spending of public money.
The data will be collated, anonymised and used to provide reports on progress towards achieving strategic goals and help to better inform policy and future actions.
The information is held securely on an ISO27001 and ISO9001 certified data hub accessed through a security-vetted data transfer protocol.
Data is stored within the UK.
Conditions of Processing
Our legal basis for processing your information is:
6 (1) (e) It is necessary for the performance of a task which we carry out in the public interest as part of our official authority
9 (2) (j) It is necessary for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes, with appropriate safeguards in place
Your Statement of Understanding
By ticking the box confirming you have read, understood and agree to this Privacy Notice, you agree that we can hold and process the information you provided as part of your registration. You can rest assured that the information that you give us will remain confidential according to the Data Protection Act 1998 and 2018 GDPR. All information is treated in the strictest of confidence by SCMA (the data controller and processor) and the partnership Local Authority.
1. I understand that the Scottish Childminding Association and the partner Local Authority can hold electronic and paper records about me for the purpose of providing me with a service related to
i. Employment and employability support
ii. Financial help
iii. Local courses
iv. Skills training
v. Specialist support
2. I understand that the information provided by me may be shared with other service providers who can contribute to my employment, volunteering, training and education opportunities.
3. I understand that in some cases the Scottish Childminding Association may need to contact my employer, college, placement etc. to verify an outcome. Due to funding criteria, the Scottish Childminding Association need to verify employment for example at start, 4 weeks and 13-week periods. If verification cannot be obtained from your employer, then I may have to provide payslips.
4. I understand that this information will primarily be used only for the purposes of providing a service to me but may also be used for monitoring and statistical purposes.
5. I understand that I have a right to restrict what information may be shared and with whom.
6. I understand that I have a right to review all information and records about me subject to providing a satisfactory notice period, as stated in the Data Protection Act 1998.
If you have any concerns, please discuss them with a member of staff.