How we use your information
Aberdeen City Council collects and maintains information about you and your child for the purposes of assessing your application for a school clothing grant and for providing any resulting grant. The information you provide will be used to update your contact details across the organisation.
If you are happy with us doing so, we can use information you may have already given us about Housing Benefit and Council Tax Reduction, to assess and award (if applicable) a school clothing grant.
Your data will be stored on secure servers within the EEA by our suppliers Firmstep Ltd and on servers maintained by Aberdeen City Council in our local data centre with BrightSolid.
How long we keep your information for
Once your application has been decided, your application and related information will be kept by us for the current financial year plus 6 years. Incomplete or unsuccessful applications will be kept for 6 months from the date of application. We will keep anonymised data beyond this period for the purposes of auditing service provision and quality assurance.
You have rights to your data, including the right to ask for a copy of it. See more information about the rights you have, how they work in practice, and the contact details of our Data Protection Officer. You also have the right to make a complaint to the Information Commissioner’s Office. They are the body responsible for making sure organisations like the Council handle your data lawfully.
Our legal basis
Aberdeen City Council is the Data Controller for the information you provide. Wherever the council processes personal data, we need to make sure we have a legal basis for doing so in law. The Council considers the provision for assessing the award and management of school clothing grants as part of our legal obligation under the Education (Scotland) Act 1980. This means that we understand out legal basis for processing your data as Article 6(1)(c) of the General Data Protection Regulation.
In administering this task, we are also likely to process special categories of personal data. The Council understands out legal basis for doing so as Article 9(2)(g) of the General Data Protection Regulation, because processing is necessary for the reasons of substantial public interest.