National Transitions to Adulthood Strategy - External Strategic Working Group: terms of reference

Privacy notice and data processing information

Data controller

National Transitions to Adulthood Strategy – External Strategic Working Group Secretariat

Supporting Disabled Children and Young People Unit, Improving Health and Wellbeing Division, Directorate of Children and Families

Address:  Scottish Government, Victoria Quay, Leith. EH6 6QQ

Secretariat email: DCYPtransitions@gov.scot

How we will use your information

The Supporting Disabled Children and Young People Unit within the Scottish Government provides the Secretariat to the National Transitions to Adulthood Strategy External Strategic Working Group (the strategic working group).

In order to fulfil the terms of reference of the strategic working group, the Scottish Government needs to maintain a list of contact details and email addresses for all members and appointed depute members of the group. Email addresses will be held internally and not disclosed to third parties unless we are legally required to do so.

Members of the strategic working group are asked to read this Privacy Notice and contact the Secretariat with any questions.

The legal basis for processing member’s information that is being relied on is under Article 6(1)(e) of the UK GDPR ‘Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’.  Relevant laws include the Education (Additional Support for Learning) (Scotland) Act 2004, the Social Care (Self-directed Support) (Scotland) Act 2013, the Children and Young People (Scotland) Act 2014 and the Carers (Scotland) Act 2016.

The Scottish Government will use the contacts list, which includes your full name, organisation and email address, in order to communicate with you for the purposes of the National Transitions to Adulthood Strategy External Strategic Working Group including:

• relevant Scottish Government policy updates
• to share meeting details
• material which helps organisations to update their networks about relevant National Transitions to Adulthood Strategy External strategic working Group progress
• appropriate or necessary sharing of information about the existence and progress of work

As part of our commitment to being an open government, a list of the organisations represented in the strategic working group, as well as minutes from each meeting will be published on the Gov.scot website on a dedicated page. Individual members will be identifiable from these minutes, however, contact details will not be shared externally unless legally required to do so. If you have any concerns or objections about this then you should discuss this with the Secretariat.

Your contact details will be held internally and stored electronically. If you are leaving your post, we would be grateful if you could nominate a replacement within your organisation and ask them to contact the Secretariat with their contact information, organisation and the name of who they are replacing so that we can keep our membership list as up-to-date as possible. We will not share contact e-mail addresses with third parties unless legally required to do so.

We will hold your personal information for only as long as is necessary to perform the tasks we acquired them for and to meet our legal obligations.  Should you request to be removed from the National Transitions to Adulthood Strategy External Strategic Working Group distribution list, we will endeavour to remove your details from that list within 20 working days (but we will retain documents pertaining to the strategic working group including minutes of meetings that may reference you).

If you need any further information please write to us or email the Secretariat.

Information on your rights

Your rights are protected under the Data Protection Act 2018 and UK General Data Protection Regulation.  Your rights under UK GDPR include the rights:

• to be informed
• of access
• to rectification
• to erasure
• to restrict processing
• to object

Not all of these rights are absolute, which means that they may only apply in certain situations and may be subject to legal exceptions and exemptions.

Further information regarding your rights can be found on the ICO Website.

If you feel that we are using your information in an unfair way, you have the right to lodge a complaint. In the first instance, you should contact the Scottish Government Data Protection Officer at DataProtectionOfficer@gov.scot

Following this response, if you are still unsatisfied with the handling of your information you may lodge a complaint with the Information Commissioner's Office (ICO) via: ico.org.uk/make-a-complaint   

Enquiries

For queries about our Privacy Notice, please email the Secretariat with the subject “Privacy notice”