This notice provides details of what information we collect from you, what we do with it and who it might be shared with.

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:

Data Protection Officer
The Foundry
4 Central Boulevard, Central Park

Frequently asked questions

  1. Table of contents

Why do we collect this information?

The information is being collected for the following purpose/s:

  1. To process your booking for Active Schools sport & activity classes, events and training courses.
  2. To identify participants not in attendance, and where appropriate contact parents/ guardians to ensure safeguarding duties are met.

The legal basis for each purpose is set out below:

Legal basis Purpose
Performance of a contract 1, 2
Legal obligation  
Vital interests  
Task carried out in the public interest  
Legitimate interests  

If you provide us with information in relation to your health this is regarded as special categories data (personal data which the General Data Protection Regulations say is more sensitive, and so needs more protection). Our legal basis for processing this special categories data in relation to your health is your explicit consent.

What information do we collect about you?

We collect;

  • your name
  • emergency contact details (which may be a postal address, email address and phone number and/or mobile phone number)
  • gender
  • medical information
  • additional support requirements
  • school details
  • the date and time of your class, event or training course and how many times you attended

We will also collect information about your group demographic, health and specific needs if you provide them.

We also keep copies of our communications with you and your responses.

We collect your;

  • name
  • emergency contact details (which may be a postal address, email address and phone number and/or mobile phone number)

Where do we collect information from?

We collect information from you or a third party acting on your behalf, for example, a carer, a parent or guardian if you are under 16 years of age, a solicitor, a councillor, another family member, the Council's Children’s Services (Schools).

Who might we share your information with?

For classes and courses we will share your information with the coaches and/or tutors, some of which may be external and engaged by the Council to deliver the service.

We may also share information with IT System administrators & suppliers for the purposes of upgrading and maintaining the systems.

We may also share your information if we are required to do so by law or with the Scottish Information Commissioner (freedom of information), the Information Commissioner (data protection), the Scottish Public Services Ombudsman (complaints) and the Health & Safety Executive (accidents).

We have 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

Do you use any automated processes to make decisions about me?

We do not transfer your information outwith the UK.

How long do we keep hold of your information?

  1. We keep your information for one year after the end of the academic year in which the programme takes place.
  2. Class & course attendance registers are held for the duration of the course by the coaches and/or tutors.

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 withdraw consent at any time, where the legal basis for processing is consent.
  • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
  • To request rectification or erasure of your information, where data protection legislation allows this.

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:

Information Commissioner's Office
Wycliffe House, Water Lane
or if you prefer to use a national rate number:

Do I have to provide my personal data to you?

If you want to make a booking for and participate in an active school sport and activity class, event or training course we need to know the information set out above.

Do you use any automated processes to make decisions about me?

We do not use automated decision making processes.

This notice was last updated in March 2022.