Privacy Statement for Dundee City Council EmployabiliTAY Programme

Last updated on Mon, 06/08/2018 - 08:58

Who we are:
Dundee City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at City Square, Dundee, DD1 3BY and you can contact our Data Protection Officer by post at this address, by email at: infogov@dundeecity.gov.uk, and by telephone on 01382 434206.
Our EmployabiliTAY training programme includes a range of services delivered by Council Departments and external organisations jointly delivering the range of support that makes up the programme. These services are made available to provide training, advice, guidance and support that assists you in progressing towards and into long term employment.

Why do we need your personal information and what do we do with it?
You are giving us your personal information to allow us to confirm your eligibility for the services available and to help us assess your personal and employability needs with the aim of assisting you to make progress towards and into long term employment. We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records. Our records will include the data captured on this form, future attendance records, case notes, records of achievements (e.g. qualifications), records of outcomes (e.g. employment, further education and/or training) and any other documentation relating to the support provided to you by the EmployabiliTAY Programme.

Legal basis for using your information:
We provide these services to you as part of our statutory function as your local authority. You can find more details of our role on our website at www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-serv.... Processing your personal information is necessary for compliance with a legal obligation to which the council is subject. Dundee City Council must carry out its role as a Lead Partner and Delivery Agent in EmployabiliTAY, funded through the Innovation and Investment Funds grant programme managed by Scottish Government and adhere to the terms and conditions set by Scottish Government.
This includes our compliance with the types of individuals supported and services offered that we set out in our application to the IIF grant programme. This is to ensure that public funds are spent appropriately and Dundee City Council is accountable for these funds. You can find out more information relating to the IIF grant programme and how the funds on the Scottish Government website, at https://news.gov.scot/news/improving-employment-support

Our ability to provide the services we are contracted to deliver under the IIF fund requires us to collect and process more sensitive personal information about you for reasons of substantial public interest as set out in the Data Protection Act 2018. It is necessary for us to process it to carry out key functions as outlined by law.

If you do not provide us with the information we have asked for, then we will not be able to provide this service to you.

Who do we share your information with?
We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes. We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this. We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate. Your information is also analysed internally to help us improve our services. This data sharing is in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website. It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011.
Your information may be shared with other organisations (e.g. NHS, SDS, Citizens’ Advice Bureau) and other council departments (e.g. Housing Department, Criminal Justice Department) that, along with Dundee City Council, jointly deliver the services as part of the EmployabiliTAY programme.
The information shared with these organisations will include the information provided by yourself, referral organisations, Council Departments, external delivery partners, employers and/or other organisations participating in the EmployabiliTAY programme.
Furthermore, Dundee City Council is required to pass your information to funders, administrators and auditors of public funds, Scottish Ministers and Scottish Government for reasons of financial compliance and performance monitoring.

How long do we keep your information for?
We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need. Once your eligibility for support has been confirmed, your personal data, including all records stated previously, will be retained by Dundee City Council from the date it is provided until 31st March 2029. This has been set by the funder of the EmployabiliTAY programme, Scottish Government. However, Dundee City Council requires written confirmation from Scottish Government prior to your information being destroyed. This is consistent with Scottish Government’s Document Retention Guidance, a copy of which can be found on their website at https://beta.gov.scot/publications/esif-document-retention-guidance/.

Your rights under data protection law:
Access to your information – you have the right to request a copy of the personal information that we hold about you.
Correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal 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:

  1. you think that we no longer need to hold the information for the purposes for which it was originally obtained
  2. you have a genuine objection to our use of your personal information – e.g. you have the right at any time to tell us to stop using your personal information for direct marketing purposes
  3. our use of your personal information is contrary to law or our other legal obligations.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the 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. Where this right is realistically applied will mean that 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.
Please contact us as stated above if you wish to exercise any of these rights

Information you have given us about other people:
If you have provided anyone else’s details on this form, please make sure that you have told them that you have given their information to Dundee City Council. We will only use this information to assist with confirming your eligibility for the services available and help us assess your personal and employability needs. Where possible, we attempt to avoid the documenting of identifiable data relating to a third party. If they want any more information on how we will use their information they can visit our web site at https://dundeecity.gov.uk/service-area/chief-executive/chief-executi... or email infogov@dundeecity.gov.uk

Complaints:
We aim to directly resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner's Office, who can be contacted by post at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545745. Visit their website for more information at https://ico.org.uk/concerns

More information:
For more details on how we process your personal information visit www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-serv.... If you do not have access to the internet you can contact us via telephone to request hard copies of our documents.