School closure representations: handling your data

Information we collect

Under the terms of the Schools (Consultation) (Scotland) Act 2010 ('the 2010 Act'), a period of 3 weeks begins on the date a local authority decides to close a school during which anyone can make representation to the Scottish Government requesting that Scottish Ministers call-in the decision for further investigation. When you send in your representation you may have included personal information about yourself such as your email address, postal address and other sensitive personal data in support of your representation.

Why we collect this information

Under section 15(4) of the 2010 Act, Scottish Ministers must consider all relevant representations that are submitted to them within 3 weeks of the local authority decision date. Scottish Ministers then have a further 5 weeks to determine whether or not to formally call-in the local authority's decision. Your representation will help inform the Minister's decision.

Sharing your information

If the Scottish Ministers decide to call-in a school closure decision then under section 17A(2) of the 2010 Act, the proposal must be referred to the Convener of the School Closure Review Panels and that will include all representations that Scottish Ministers have received. The Convener will appoint a School Closure Review Panel to determine the proposal and they will consider your representation when deciding whether to grant consent to the proposal, with or without conditions; refuse consent to the proposal and remit it back to the education authority for a fresh decision or refuse the proposal. In some instances the Panel may contact you for further information. If you do not wish your name and contact details to be sent to the Panel with your representation, please let us know within 7 days of submitting your representation.

What we do with your information

Your representation will be considered by Scottish Ministers when deciding whether to call-in a school closure decision. Your representation will only be shared with the Convener of the School Closure Review Panels if the proposal is called in.

Timescales for holding your information

The data held by the Scottish Government will be retained and deleted in line with Scottish Government records management policy. The files are open for 5 years, archived for 10 years and then deleted.

Make a subject access request

You have a legal right to access the personal data held about you. You can make a subject access request (SAR) in writing, via an online form, by email or via official Scottish Government social media channels, along with proof of identification.

Make a complaint

If you are concerned about how your information is being handled then contact the ICO through the attached website:

https://ico.org.uk/concerns/handling/