Data protection policy and privacy notice

The Scottish Social Services Council (SSSC) is responsible for registering social workers, social work students and social service workers, for regulating their education, training and practice and for investigating and dealing with complaints about the Fitness to Practise of registrants and applicants.

We are registered with the Information Commissioner Office (ICO) and we have a legal duty to protect data that we hold about you. This means the data we hold will be processed lawfully and securely. We have a Data Protection Officer who is responsible for how we do this. Our Data Protection Officer is Christopher Weir, Head of Legal and Corporate Governance. You can contact him at informationgovernance@sssc.uk.com or via our postal address.

We hold personal data about different groups of people who come into contact with us. This notice tells you what we collect, why and who we share it with.

We hold this information to help us carry out our responsibilities. Under General Data Protection Regulation (GDPR) this is called carrying out a public task. In some cases we hold it to carry out a statutory task. Sometimes we only hold information with your consent – for example if you sign up to our newsletter.

Your rights:

  • You can ask to have information we hold about you to be deleted. We will not automatically delete the information as we may have a legal requirement to keep it – if, for example we hold your data to carry out our job as regulator.
  • You can complain to the ICO if you think that we have not processed your data in line with this privacy policy.
  • You have a right to ask what information we hold about you. This is called a Subject Access Request. You can find out more here.

This notice does not cover other websites that we link to. You should read the privacy statements on the other websites you visit.

The information we hold:

  • personal details
  • contact information
  • identification documents
  • qualifications/PRTL information
  • National insurance number
  • passwords (we cannot read these)
  • bank details
  • health information
  • conviction information
  • disciplinary information
  • criminal activity
  • PVG listing
  • equality information
  • EU alerts information.

We hold this information to:

  • process applications and register workers
  • maintain our Register
  • compile statistics
  • record qualification information
  • record training, learning and development
  • investigate workers’ Fitness to Practise
  • maintain our online Register
  • update your details
  • provide the following information to the general public on request which will also be available on the public Register on our website:
    • full name
    • registration number and the part/s of the Register on which you are registered
    • the postal town where you work
    • the fact that you have been removed or suspended from the Register
  • provide the outcome of your application and the reasons for our decision to your current social service employer
  • provide the following information to your current social service employer and to any other social service employer considering your employment, once you are registered:
    • your full work address (unless it is your home address, or the SSSC is satisfied disclosure may expose you to danger)
    • your qualifications
    • any conditions and warnings we impose on your registration
    • decisions (and reasons for them) made in relation to your registration, for example, the outcome of hearings which may include suspension and removal from the Register.

We might share it with:

  • Universities, colleges, awarding bodies, bodies assessing qualifications (etc) to confirm your qualifications.
  • your employer to share the outcome of your application and any decisions made in relation to your registration
  • various bodies in order to protect the public such as:
    • your employer and any other person when needed to protect the public, such as Police Scotland, Local Authority Adult and Child Protection Services and Disclosure Scotland
    • Other UK Social Care Councils, the Health Professions Council (HCPC) and the Care Inspectorate
    • Other regulatory bodies and similar organisations in the United Kingdom and in other countries
    • SSSC Fitness to Practise Panels, agents acting for the SSSC and expert witnesses
    • Scottish Ministers under the legislation about the protection of the children and vulnerable groups

If we find that your fitness to practise is impaired we will publish this information in any way that we think is appropriate – currently this is published on our website. You can read our Fitness to Practise Public Information Policy that explains in more detail how this is done and when we might not publish information.

The information we hold:

  • personal details
  • contact information
  • disciplinary information
  • criminal information.

We hold this information to:

  • decide if you are fit to practise, if you apply in the future.

We might share it with:

  • Various bodies in order to protect the public such as:
    • your employer and any other person when needed to protect the public, such as Police Scotland, Local Authorities Adult and Child protection services and Disclosure Scotland
    • other UK Social Care Councils, the Health Professions Council (HCPC) and the Care Inspectorate
    • other regulatory bodies and similar organisations in the United Kingdom and in other countries
    • Scottish Ministers under the legislation about the protection of the children and vulnerable groups.

We information we hold:

  • personal details
  • employment details
  • contact information
  • passwords.

We hold this information to:

  • permit employers to fulfil the countersignatory/endorsement role required under the Registration Rules.
  • process applications
  • enable verification of documents
  • allow employers to have MySSSC ‘Employer Access’
  • investigate workers’ Fitness to Practise.

We do not share this information, however applicants and registrants will be directed to the available endorsers for them via MySSSC.

The information we hold:

  • personal details
  • emergency contact
  • health information
  • criminal information
  • equality information
  • details of personal life
  • financial information
  • swipe card information
  • information on time spent at work
  • supervision and personal development information
  • qualification information
  • CCTV footage
  • union membership.

We use this information to:

  • recruit and employ staff
  • manage employment relationship
  • ensure security of staff and premises
  • enable pay and pensions to be processed
  • comply with our legal obligations
  • monitor that our Equal Opportunities Policy is working
  • carry out other legitimate functions such as:
  • analyse and inform decision making about our policies and procedures, for example, sickness data, turnover data and performance data.

We share this information with:

  • HMRC
  • Local Government Pension Scheme.
  • The public who can access limited information on senior staff and their salary bands on our website.
  • third parties who provide our information systems and process this information on our behalf.

The information we hold:

  • personal information
  • health information
  • care arrangements
  • criminal activity.

We hold this information to:

  • make decisions about a worker’s fitness to practise.

We might share this information with:

  • SSSC Fitness to Practise Panels, agents acting for the SSSC and expert witnesses.

We hold:

  • contact details.

We hold this information to:

  • send out publications
  • distribute an electronic newsletter
  • send out surveys.

We might share this information but third parties who may process it on our behalf.

We hold:

  • personal stories
  • photos.

We hold this information to:

  • promote our work and services
  • to assist with the training and development needs of the workforce.

We share this information with:

  • the general public via our website and publications.

We hold:

  • names
  • contact details
  • job role
  • place of employment.

We hold this information to:

  • to manage our corporate events
  • to assist with training and development needs of the workforce.

We do not share this information but third parties may process this information on our behalf.

We hold: 

  • personal details
  • financial information.

We hold this information to:

  • communicate in the course of the work of Council
  • Pay fees and expenses.

We share names and biographies of panel members with the public on our website.

Third parties who provide our information systems process this information on our behalf.

We hold:

  • personal details
  • details of personal life
  • financial information.

We hold this information to:

  • allow a decision to be made on a workers initial or continued assessment of fitness to practise for registration
  • enable payment of expenses.

We might share this information with:

  • SSSC Fitness to Practise Panels, agents acting for the SSSC and expert witnesses
  • third parties who provide our information systems process this information on our behalf.

We hold:

  • personal details
  • contact details.

We hold this information to:

  • seek further information
  • allow a decision to be made on a workers initial or continued assessment of fitness to practise for registration.

We might share this information with:

  • SSSC Fitness to Practise Panels, agents acting for the SSSC and expert witnesses.

We hold:

  • personal details
  • contact details.

We  hold this information to:

  • comply with our statutory requirement to manage complaints.

We share this information with:

  • third parties who provide our information systems process this information on our behalf.

We hold:

  • contact details

We hold this information to:

  • deal with enquiry
  • be open and transparent
  • manage public interest in our work.

We share this information with:

  • third parties who provide our information systems and process this information on our behalf.

We hold:

  • personal details
  • information submitted by applicants as above
  • employment information from the wider social service workforce.

We hold this information to:

  • carry out our statutory workforce intelligence function.

We share this statistical information with the public on our website and on our data website http://data.sssc.uk.com/ however it is published anonymously.

We hold:

  • personal information
  • contact details.

We hold this information to:

  • comply with statutory requirements
  • process requests for information
  • compile statistics.

We might share this information with:

  • the public when we publish Freedom of Information requests and responses on our website.

The information we hold is:

  • contact information of employees of approved course
  • contact details of approval panel members

We hold this information to:

  • manage the approval of courses for delivery of social services training.

We do not share this information.

Users of SiL capability/feedback tool

The information we hold is:

  • contact details of account holders
  • passwords.

Dementia Champions

The information we hold is :

  • personal details
  • contact details.

People who have applied for open badges

The information we hold is:

  • personal and contact details of applicants
  • personal and contact details of assessors.

People who have signed up for SSSC Learning Zone

The information we hold is:

  • personal and contact details.

People who have signed up to 23 things digital

The information we hold is:

  • personal and contact details.

For all of our products and services, the reason we hold this is:

  • to assist with the training and development needs of the workforce.

For all of our products and services, we do not share this information.

We share this information with:

  • third parties who provide our information systems and process this information on our behalf.

The information we hold is:

  • personal information of applicants
  • employment information

We hold this information to:

  • assist with the training and development needs of the workforce.

We share this information with:

  • third parties who provide our information systems and process this information on our behalf.

The information we hold:

  • IP address.

We hold the information to:

  • collect standard internet log information
  • compile statistics.

We share this information with:

  • third parties who provide our information systems and process this information on our behalf.

To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Further information

a) Website

The SSSC has one main website and a number of linked sites. When someone visits our sites we collect standard internet log information such as the page they asked for, internet protocol address, browser type, browser language, the date and time of the request. We do this to find out things such as the number of visitors to the various parts of the site. We collect this information in a way that does not identify anyone. We do not attempt to find out the identities of those visiting our website. We will not associate any data gathered with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

b) Use of cookies by the SSSC

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. The cookies currently used by the SSSC are listed at the end of this notice.

To find out more about cookies you can visit allaboutcookies.org.

c) YouTube cookies

We embed videos from our official YouTube channel using YouTube's privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.

d) Search engine

The search engine on our website is provided by Funnelback.com. When searching our website, a record of your search term is logged and this information is used to help improve our website. Funnelback's web servers that continuously index the content on our site make the search possible.