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Education Services Privacy Notice - Parental Engagement Survey


When you choose to get involved with our Parental Engagement survey we will need to collect some personal data from you. This Privacy Notice explains what personal data we need, how we will use and share it, and your data rights when you agree to take part in the Survey.

As the 'data controller' for the personal information - or data - we hold about you South Ayrshire Council decides how this personal information is used/processed, and what it is used for.  This statement provides more details about this and provides information on how to get in touch with us if you need to know more.

Your personal data - what is it?

Personal data is information relating to a living person who can be identified from that data. Identification can be based on the information alone, or in conjunction with any other information. The processing of personal data is governed by the UK General Data Protection Regulation  (UK GDPR) and supplemented by the Data Protection Act 2018.

What personal data will we collect?

When you agree to be involved in the survey, you will be asked to provide us your personal opinions and experiences of schools in South Ayrshire.  We will also collect the following, your:

·         Postcode

·         Age Range

·         Gender

·         Ethnicity

·         Your opinions as a parent or carer of a pupil in a South Ayrshire School, relating to school learning

How will we use this information?

When you provide a survey response the data will be collected by the Council and then used anonymously to help the Council and the Scottish Government: 

·         plan and deliver better policies for the benefit of all pupils, or specific groups

·         better understand some of the factors which influence pupil attainment and achievement

·         share good practice

·         target resources better

·         enhance the quality of research to improve the lives of people in South Ayrshire and Scotland

·         provide a window on society, the economy and on the work and performance of the Council and government by

o   publishing performance information in the annual Standards and Quality report and

o   providing school level information

The Scottish Government will also use the data collected for research and statistical purposes, but no individual will be identified from any statistics published by the Scottish Government as a result of this survey.  Further information can be found on the Scottish Government here (Parental Involvement and Engagement Census - (

What is the legal basis for using/sharing your information?

The Council will process the personal data collected to meet our statutory obligations under our public task, as an Education Authority, which includes  supporting the Scottish Government's requirement to undertake statistical and research analysis of the services we provide to our school pupils within Scotland to enhance and promote their health and wellbeing.

Who will we share your information with?  

The survey is being undertaken by the Council as a joint initiative with the Scottish Government to improve the health and wellbeing of school pupils across Scotland. As such, the information will be shared with the Scottish Government who will use this personal data for research purposes. This information will be shared using secure transfer protocols that meet the requirements of data protection legislation. 

How long do we keep hold of the personal information?

We keep the survey personal data for no longer than reasonably necessary. When the consultation/survey is finalised, we retain on our records the raw data of that survey for approximately 2 years. However, comments made as part of the consultation process may be used in other reports and published online by the Council and Scottish Government and will form part of public record and retained for research and statistical purposes for permanent preservation, However, no individuals will be attributed to those comments and no child will be identified

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. You can ask us to:

  • correct your personal data if it is inaccurate;
  • complete your personal data if it is incomplete;
  • restrict the processing of your personal data in certain circumstances; and
  • erase your personal data in certain circumstances.

You may also have the right to object to the processing of your personal information.

What are the consequences of failing to provide personal data?

You will not be able to actively add to the content and engage with the Council using the Consul Engagement Tool until you register with the MyAccount service. You will however be able to view comments made by others as they are hosted online in the public domain.

What about Automated Decision-making?

At this stage the Council's community engagement platform does not use profiling or automated decision-making. However be aware, that to provide a better more focussed engagement service for the wider community and for more localised communities, there is the possibility that future development phases of this Consul platform may request sharing of additional personal data to enable intuitive processing to ensure that a fair representation is being expressed by e.g. all age groups and that some are not being unintentionally left out.

Do you require this statement in a different format?

Please contact us if you require this information in an alternative format.

How can you get in touch with us?

If you wish to obtain any records held by the Council relating to you, or if you have any general data protection queries, please contact the Council's Data Protection Service at:

Data Protection Officer

South Ayrshire Council       Email:

County Buildings

Wellington Square               Telephone: 01292 612223



Are you dissatisfied with the way your personal information has been handled?

If you are unhappy with the way we have dealt with your personal information, you can complain to the Council's Data Protection Officer using the contact details noted above.

If you remain dissatisfied after contacting us, you have the right to complain to the Information Commissioner (

Information Commissioner's Office - Scotland

45 Melville Street      Email:


EH3 7HL                    Telephone: 0303 123 1115