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Thriving Communities - Health & Wellbeing Activities Privacy Notice

When you take part in a Health and Wellbeing Team activity or event relevant to Active Schools, Community Sport, Outdoor Learning and the Duke of Edinburgh's Award or volunteer with the South Ayrshire Health and Wellbeing Team you will need to provide us with some personal information. As the 'data controller' for the personal information - or data - we hold about you, South Ayrshire Council decides how your 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 from you?

We will only collect the personal information we need to provide you with relevant
information, services and support. The personal data we will collect includes:

Pupil AttendeeOther AttendeesVolunteer for Coaching
Emergency contact detailsEmergency contact detailsEmail address
Email addressEmail addressQualifications
SchoolHealth conditionsPVG membership ref.
Class PVG approval
Health conditions* Emergency contact details
Photograph/video images at activities/events (only where consent has been given)

* For participants in activities and events, we require to collect personal data relating to any health conditions which may require medication or immediate first aid treatment relevant to the activity or event being undertaken.

How will we use your information?

The information is used to complete the activity/event registration process to ensure we have the current information to register an individual at their chosen activity/event. We will use your email addresses to confirm places at activities/events. These activities/events will be delivered by Council staff, verified volunteers and approved Clubs/Organisations who are part of the Club Ready Programme.

The information we collect may also be used to contact emergency contacts in case of emergencies including medical issues. Please ensure that you inform the person whose details you have provided to us as emergency contact that you have shared their contact details with us for this purpose. Health related information is required to ensure coaches, staff and volunteers understand if an individual requires medication during an activity/event. Health data is also required, should a participant take ill and emergency services are required to attend.

Photographing and filming may take place at activities/event and images will only be taken where consent has been previously given. These images may be used within South Ayrshire Council Live magazine, newspapers, be posted on the Council's website and distributed through Council Social Media platforms, e.g. Twitter, Instagram and Facebook.

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

The legal basis is it is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the data controller as per Article 6(1) (e) of the GDPR. The services we provide are underpinned by the powers delegated to us to advance well-being under Part 3 of the Local Government (Scotland) Act 2003.

Our legal basis for processing photographic/video images is you have freely given your consent to the processing of this personal data. You can withdraw your consent in whole or in part at any time. If you wish to withdraw your consent please let us know by contacting Please note once information has been shared it cannot be unshared.

Special category data

For some activities, we also need to process more sensitive personal information about you known as special category data, for example health information. Processing is necessary for reasons of substantial public interest as set out in Article 9(2) (g) of the UK GDPR and meets a condition in Part 2 of Schedule 1 of the Data Protection Act 2018, i.e. we need to collect this health information to allow us to tailor your exercise requirements within the Programme.

Who will we share your information with?

Where necessary your information will be shared with:

Participants in Activities and Events:
  • Emergency Services - for medical purposes should participant take ill or becomeinjured during activities or events
  • Health and Wellbeing approved Clubs/Groups and partner Organisations who arepart of the Club Ready Programme. These affiliated clubs/groups can be foundon our website here:
  • Education Services for the reporting of safeguarding, illness and injury; and toadvise of wider pupil achievement (school pupils only)
  • Volunteers registered through Team Kinetic process to enable them to work withparticipants
  • Colleges and Universities for verification of hours undertaken and qualifications

How long do we keep hold of your information?

We keep your personal data for no longer than reasonably necessary. Your information will be retained in line with our Corporate Records Retention Schedule, which can be found here

What are your rights?

The lawful basis for processing/using your personal data directly impacts which rights are available to you. For example, some rights will not apply, if we are processing your data under public task (Article 6 (1) (e)) we are not required to:

  • Erase your personal information in certain circumstances.
  • Enable the right to data portability

However, you do have the following rights and can ask us to:

  • Correct your personal information if it is inaccurate;
  • Complete your personal information if it is incomplete;
  • Restrict the processing of your personal information in certain circumstances; and

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

What are the consequences of failing to provide personal information?

Should you fail to provide the personal information we require, you would not be able to take part in the health and wellbeing activities and events we deliver; or be able to assist with delivering these activities/events if you have applied to be a volunteer coach.

What about Automated Decision- Making?

The Council does not use profiling or automated decision-making.

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

Data Protection Officer

South Ayrshire Council

County Buildings

Wellington Square




Telephone: 01292 612 223

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

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

Information Commissioner's Office - Scotland
Queen Elizabeth House
Sibbald Walk
Telephone: 0303 123 1115