This notice provides details of what information we collect from you, what we do with it and who it might be shared with and applies to all ETU participants and may be amended at any time.
Identity and contact details of the controller and the data protection officer
Falkirk Council is the data controller. You can contact the data protection officer at:
Frequently asked questions
Why do we collect your personal data?
We need to process data to be able to give you the right support as you seek sustainable employment. For example, we need to process your data to pay you a training allowance and subsistence. We are required to check your right to work in the UK and to comply with health and safety laws. Throughout the period of your engagement with ETU, and for as long as is necessary to meet our legal obligations after that, we will process personal data about you for the purposes connected with your training and progression into employment.
The information is being collected for the following purposes:
- Ensuring that you have the right support
- Payment of allowances and expenses
- Equalities monitoring to maintain and promote equality in the workplace
- Health & Safety and ensuring a safe work environment
- Providing facilities such as ICT and communication systems
- Managing your employability journey
- Meeting the requirements of funders and for national reporting and evaluation.
We have a legal obligation to collect this data for the performance of contracts and to keep you safe at work. We also have public duty to collect certain data for the purposes of national reporting and evaluation.
What information do we collect about you?
We collect the information contained in your Integrated Referral Form (IRF) and any other information you supply during recruitment, induction, and the time you are supported by us.
This includes but in not limited to:
- Your name, address and contact information including email address and telephone number, date of birth and gender
- Details of your qualifications, skills, experience and employment history
- Information about your marital status*, dependants*, next of kin and emergency contacts
- Information about your nationality and entitlement to work in the UK
- Information about your criminal record where this is required for your post
- Details of your bank account and national insurance number
- Information about your medical or health conditions*, including whether or nor you have a disability, including occupational health information
- Information about your ethnic origin, religion or belief, disability, sexual orientation and transgender status* for (a) equality monitoring purposes and (b) to evaluate the impact of No One Left Behind, the Scottish Government's strategy for placing people at the centre of the design and delivery of employability services
- Any other information about you that you have given to us
We also keep copies of your communications with us and our responses.
*Some special categories of personal data is processed to meet funding body and/or national reporting requirements. This includes information about health or medical conditions (including disability), ethnic origin, religions belief, sexual orientation and transgender status. Criminal offence data may also be processed.
Special categories of personal data as set out in the paragraph above, may also be processed to allow us to better perform the equality duty. Equal opportunities statistical data is anonymised.
Where do we collect information from?
We collect information from you:
- Through the Integrated Referral Form (IRF)
- Interviews and meetings with you
- From your passport, driving licence or other identity documents
In some cases, we collect personal data about you from third parties such as
- DWP, Skills Development Scotland and the Scottish Government
- Criminal record check providers such as Disclosure Scotland as permitted by law
- Medical professionals including our Occupational Health provider
- Other members of staff, participants or customers through complaints or grievances
Data is stored in a range of different places, including in your personnel file, in our Hanlon system, HR & Payroll management systems and in other IT systems including the email system.
Who might we share your information with?
We will keep your information safe and secure. We will have systems, processes and training designed to achieve this. We will not share your information unless this is necessary for the performance of duties and Council business.
We may also share your data with:
- Any person to which we are legally obliged to disclose any of your personal data including HM Revenue & Customs, The Department for Work and Pensions, The Child Support Agency and The Health & Safety Executive
- Any person we appoint to provide services to or on behalf of ETU
- Payments Limited, Occupational Health, Employee Benefits and Training Providers
- Law enforcement (Police) and other regulatory bodies such as Scottish Social Services Council, General Teaching Council for Scotland and Disclosure Scotland
- Our external advisers
- Grant funders, such as Scottish Government, where your programme is related to that funding and the sharing is required for audit purposes. We may also share data with the Scottish Government so it can monitor the performance of "No One Left Behind" – this includes your contact details which may be shared with third party contractors acting on behalf of Scottish Government to evaluate the effectiveness of and services operating under the No One Left Behind approach. Your experience with this service, or any other government agencies, including participation in services operating under the No One Left Behind approach will not be affected in any way, whether or not you take part in any research activities.
- Any person specified by you, where you ask us to provide a reference to that person such as financial institutions or prospective employers
- The Council has a duty to protect public funds. We may check your information within the Council for verification purposes and/or for the prevention of fraud. We may share your information with other organisations where we are required to do so for the purposes of the prevention or detection of crime
In the following cases, we act as Data Processors on behalf of Scottish Government and Skills Development Scotland to deliver funding:
- Scottish Government
- Skills Development Scotland
Do you use any automated processes to make decisions about me?
The Council does not use profiling or automated decision-making processes in relation to participants. Some processes are semi-automated (such as anti-fraud data matching) but a human decision maker will always be involved before any decision is reached in relation to you.
Will we send your information outwith the UK?
We do not transfer your information outwith the UK. Where it becomes necessary to do so we would ensure appropriate safeguards are in place.
How long do we keep hold of your information?
We keep your information for as long as necessary to fulfil the purposes we collected it for, this is directly linked to the funding of your programme and your Employment and Training Co-ordinator can provide you with further details. Where we are the data processors, we follow the retention guidance supplied by the Data Controller.
Do I have to provide my personal data to you?
The IRF has been designed to meet funding body requirements, without this information we are unable to provide you with services.
What are my rights in relation to the information held about me?
You have the following rights:
- To see any information held about you by making a subject access request.
- To data portability, where the legal basis for processing is performance of a contract
Do I have a right to complain about the way information has been used?
If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:
This notice was last updated in October 2022.