Active Schools extra-curricular participation privacy notice

Find out how Stirling Council uses personal data by checking the Council’s website at the following address:

https://www.stirling.gov.uk/privacy-statement/

Our website contains a Register of Data Processing which lists all the different ways
in which the Council uses personal data.

This Privacy Notice provides more information about just one of those processes.

The Council has a Data Protection Officer to make sure it is complying with data protection laws.

They can be contacted at:

Data Protection Officer
Stirling Council
Old Viewforth
14-20 Pitt Terrace
Stirling
FK8 2ET

Email: dataprotection@stirling.gov.uk
Telephone: 01786 404040

Personal data is processed to provide a record of participants taking part in physical based extra - curricular programmes.

The data is held to capture the amount of young people involved in extra-curricular activities as part of a partnership agreement with sportscotland. These figures are reported back as part of the national Active Schools programme.

Personal data is held in systems for the purposes of registering participants involved in school activities and tracking progression to monitor levels of physical based programmes at a school or community venue.

Data subjects – School pupils.

Personal data processed – Name, school, year/stage, gender, participation in extra-curricular programmes & participation in school competitions/sporting events.

Special category data processed – SIMD banding, additional support needs & entitlement to free school meals.

We process this data as part of partnership agreement with sportscotland for the delivery of a local Active Schools programme. In addition, the knowledge of this information helps planning for the implementation of informed physical activity programmes. It has deemed that this information is in the interest of public task.

Data comes from individual participants attending school activities and is gathered by the team of Active Schools Co-ordinators working across all authority schools. Data is derived from registers gathered by Active Schools Co-ordinators / school staff on which pupils take part in physical based extra-curricular programmes.

Paper copies of registers are destroyed once information is uploaded onto a centralised database. Data is then kept in electronic systems for monitoring purposes. Information relating to SIMD, ASN & free school meals does not feature within paper registers.

Until superseded by either a change in the Active Schools programme implemented by sportscotland or a contractual change with between Stirling Council & Active Stirling. Currently, this date is 31st March 2023, at which point a review will be undertaken to establish finalised retention protocol to be followed.

No personal data is shared directly. The only figures that are reported back to sportscotland are the cumulative figures involved in participation which can’t be tracked back to an individual.

You have the following rights under data protection laws. If you have a request under any of these rights, you can make a subject access request.

• The right of access – You have the right to request information we hold about you. This is known as a subject access request and is free of charge. We must respond within one month, although this can be extended to three months if the information is complex.
  
  
• The right to rectification - You are entitled to have your information rectified if it is factually inaccurate or incomplete. We must respond to your request within one month. If we decide to take no action, we will tell you why and let you know about your right of complaint to the UK Information Commissioner
  
  
• The right to erasure - You have the right to ask us to delete your information or stop using it. It will not always be possible for us to comply with your request, for example, if we have a legal obligation to keep the information. If we decide to take no action, we will tell you why and let you know about your right of complaint to the UK Information Commissioner.
  
  
• The right to restrict processing - You have the right to restrict how your data is processed in certain circumstances, for example, if the information is not accurate. If a restriction is applied, we can retain just enough information to ensure that the restriction is respected in future. We must tell you if we decide to lift a restriction on processing.
  
  
• The right to data portability – You have the right to object to processing, if we are processing your personal data with your consent, and it is held in a structured, commonly used, machine-readable form, you have a right to ask us to transmit it to another data controller so they can use it. This right does not apply if we process your personal data as part of our public task.
  
  
• The right to object - You can object to your information being used for profiling, direct marketing or research purposes.
  
  
• You have rights in relation to automated decision making and profiling - to reduce the risk that a potentially damaging decision is taken without human intervention.

If you want to complain about or comment on how we have processed your personal information, you should email dataprotection@stirling.gov.uk

If you are still unhappy with how the council handled your complaint, you can contact the UK Information Commissioner's Office at:

The Information Commissioner,
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire SK9 5AF

Phone: 0303 123 1113

You can find further information on the Information Commissioners Office website.