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Thriving Communities - Employability Service Privacy Notice

South Ayrshire Council's, Thriving Communities, Employability Service provides a range of programmes designed to support young people and adults into employment.  When you apply for the following services:

  • Modern Apprenticeships
  • Employability Support
  • School Pupil Support.

You will need to provide us with some personal data or information, to let us provide you with support and an effective service.

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?

The Employability Team provides a range of support programmes, and we will work with you to establish which is the most suitable for you.  To do this, we require to collect personal data to allow us to support you.  We will only collect the personal data we need to let us:

Confirm your eligibility, carry out assessments, report programme performance to funders, and provide information to our partner providers to allow them to support you, which will include:

For All Programmes, including Modern Apprentice and School Pupil Support (MA and SPS)

Some Programmes need more information, which we will tell you about when you apply, including:

We may also need this information, to meet the condition of a Grant (this is not relevant SPS):

  • Name
  • Date of Birth
  • Address/Postcode
  • Email Address
  • Telephone number mobile or landline)
  • NI Number
  • Signature
  • Health Information and your family circumstances/ caring responsibilities (if they are relevant to your application)
  • Parent/guardian/residential worker's name, contact telephone number, and signature
  • Emergency contact's name, address and telephone number
  • Financial information (e.g. bank account and benefits information)
  • Employment information (including current role, employer's details and length of employment)
  • Pre-employment status, including unemployment
  • Proof of address and date of birth (e.g. passport or driving authorisation)
  • Care experience
  • Young carer
  • Disability
  • Criminal convictions
  • Work experience/ history/ achievements
  • Parental status
  • Qualifications
  • Scottish candidate number
  • Housing/tenancy details



The Council may also ask you to provide the following information, on an anonymised basis. You are not obliged to provide this information, and the provision of our services will not be affected if you chose not to provide this to us:

  • Gender reassignment
  • Race (including ethnic or national origin, nationality and Gypsy/Travellers)
  • Religion or Belief (including lack of belief)
  • Sexual Orientation
  • Citizenship/Asylum status

How will we use your information?

The data will be used to support your progression towards employment, education, training or improved employment and which will include:-

  • Confirming your application eligibility
  • Developing an individualised action plan
  • Monitoring the success and performance of services offered and to undertake evaluations by the Council and funding partners, with your agreement
  • Contact you for feedback regarding the quality of services provided to you
  • Enable partner organisations and sub-contractors to deliver elements of your action plan
  • Identifying suitable placements and vacancies with employers
  • Registering you for a qualification

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

The processing is necessary to engage in a contract with us, as set out in Article 6(1) (b) of the UK GDPR, for the provision of Employability services.  We use and share this information to provide you with Employability services, e.g. support and grant funding.  

Special category data and criminal convictions

For some activities, we also need to process more sensitive personal information about you known as special category data, for example health information and criminal convictions data. 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.

Who will we share your information with?

Depending on the service we are providing we may need to share your information with the following organisations:

  • Council services - relevant to the support required to provide work placement, training, development and financial guidance
  • Educational Services
  • Skills Development Scotland
  • Scottish Qualifications Authority
  • Scottish Government, and authorised agents acting on their behalf
  • Audit Commission
  • Audit Scotland
  • Disclosure Scotland
  • Other local authorities (e.g. North Ayrshire and East Ayrshire Council)
  • NHS Ayrshire and Arran
  • Health and Social Care Partnership (HSCP)
  • Department of Work and Pensions (DWP)
  • SAC Training Delivery Partners e.g. Ayrshire College, Amalgamate - Safety
  • Third and voluntary sector organisations, e.g. Voluntary Action South Ayrshire

How long do we keep hold of your information?

We will keep your personal data for no longer than reasonably necessary.  Your information will be retained in line with our Corporate Records Retention Schedule as follows:

Purpose we collect your

personal data

Trigger - event that

prompts start of

retention period

How long we hold your


Scottish Government - Funded Programmes, e.g. No-one left behind

End of your participation

C + 5 years

Skills Development Scotland - Funded Programmes. e.g. Modern Apprenticeship

End of your participation

C + 6 years

European Funded Programmes, e.g. European Social Fund

Final Claim approved

C + 10 years

Scottish Qualification Authority - Candidate Registration and Completion of Qualifications

End of your participation

Up to 6 years.

Further details of records retention can be found in the client registration paperwork provided to you

Work Placement and school pupil support

End of your participation

1 Year


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, in this case we are not required to:

  • to object to the processing of your personal information

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

  • erase your personal information.
  • enable the right to data portability
  • 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

What are the consequences of failing to provide personal information?

As the provision of your information to the Council is a contractual requirement, you are obliged to provide the information. Failure to provide the personal information requested will mean that we will not be able to evidence your eligibility in line with funders' requirements and therefore may be unable to register you on our programmes.

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

County Buildings

Wellington Square


KA7 1DR 

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 above.

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


Telephone: 0303 123 1115