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We register with the Information Commissioner Office (ICO) and have a legal duty to protect data we hold about you. This means we will process the data we hold lawfully and securely. Our Data Protection Officer is responsible for how we do this. If you have any questions about this notice or our data protection policies, please contact us by either of the following:

We hold personal data about different groups of people we come into contact with. 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, or fulfil a contract ie as an employer. Sometimes we only hold information with your consent – for example if you sign up to our newsletter.

We will retain your information for as long as we consider necessary to support our statutory functions and to satisfy any legal, accounting, or reporting requirements. At the end of this period the information will be deleted or destroyed in line with our retention schedule.

Your rights

  • You have a right to ask what information we hold about you. This is a Subject Access Request. You can find out more about Subject Access Requests here.
  • You have the right to request that we correct your personal information. This enables you to have any inaccurate data that we hold about you. However, we may need to verify the accuracy of the new data that you provide to us.
  • You have the right to request erasure, restriction or portability. In specific circumstances you have the right to have your personal data deleted, to put limits on how we process it or to receive a copy in machine readable form to take to other organisations.

If you want to exercise any of these rights, please contact us using the details above.

For more information on your rights under the GDPR click here.

Complaints or queries about how we process your personal information

If you have any complaints or queries about how we process your personal information please contact us using the details above.

If you are dissatisfied with our response to a complaint, or have any concerns about our handling of your personal data, you can complain to the Information Commissioner’s Office by using the details below:

By post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

By phone: 0303 123 1113

Online: https://ico.org.uk/concerns/handling

Links to other websites

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

Are you applying to register or are on our register?

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 and Care Professions Council (HCPC) and the Care Inspectorate
    • other regulatory bodies and similar organisations in the UK 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 – this is currently on our website. You can read our Fitness to Practise Public Information Policy that explains in more detail how we do this and when we might not publish information.

You are not registered or applying to register but we have told you we hold information about you.

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 and Care Professions Council (HCPC) and the Care Inspectorate
    • other regulatory bodies and similar organisations in the UK and in other countries
    • Scottish Ministers under the legislation about the protection of the children and vulnerable groups.

Countersignatories and those who support this work/employers of registered workers/university providers

The 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 MySSSC will direct applicants and registrants to their available endorsers.

Job and panel member applicants, current and former employees and current and formal panel members

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 relationships
  • 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:

People using services

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.

People applying for or receiving a postgraduate student bursary

The information we hold:

  • personal information
  • certified passports or birth certificates
  • National Insurance number
  • if you are a non-UK EU/EEA resident or have restrictions to your UK residence, certified copies of passports, Home Office documents and biometric passes
  • certified evidence of any unearned income that exceeds £1,000 received by applicant in the current financial year
  • certified P60s for parents/spouse/civil partner
  • certified marriage/divorce/separation certificates or evidence
  • certified birth certificates for any child dependants
  • if you have children and are co-habiting - certified P60s for co-habitee
  • certified award letters for previous funding for students and also for any other students in the family
  • certified Qualifications and transcripts
  • supplementary bursary form. This is an internal document which is a statement for eligibility assessment relating to residence of the student.
  • CMA/CSA letters to evidence involuntary maintenance for children
  • bank statements for unearned income, voluntary maintenance payments for children, self-supporting claims
  • letters from schools to verify children over 16 are still at school
  • EMA award letters for children over 16 at school or college
  • bank details
  • HMRC letters to show statement of earnings/tax paid.

We hold this information to:

  • Process bursary applications and payments.
  • Carry out our statutory function to allocate public funds appropriately.

We share this information with:

Student declaration

We may also share this information for the same purposes, if necessary, with your parents/spouse/civil partner/co-habitee, our auditors and other organisations who handle public funds, including:

  • local education authorities in England, Northern Ireland, Scotland and Wales
  • other awarding bodies in England, Northern Ireland, Scotland, and Wales
  • universities, colleges and disabled students’ access centres including suppliers of equipment for DSA
  • JobCentre Plus, DWP, Home Office departments, HMRC, any other branch of government
  • Student Awards Agency for Scotland (SAAS)
  • software suppliers for our Bursary Assessment System
  • SSSC Registry.

Parent/Spouse/Civil Partner/Co-habitee Declaration

We may also share this information for the same purposes with our auditors and other organisations who handle public funds, including:

  • local education authorities in England, Northern Ireland, Scotland and Wales
  • other awarding bodies in England, Northern Ireland, Scotland, and Wales
  • universities, colleges and disabled students’ access centres including suppliers of equipment for DSA
  • JobCentre Plus, DWP, Home Office departments, HM Revenue and Customs, any other branch of government
  • Student Awards Agency for Scotland (SAAS)
  • software suppliers for our Bursary Assessment System.

Mailshot recipients

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 may process it on our behalf.

User stories/photos

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.

Event attendees

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.

Council members

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 Council members with the public on our website.

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

Witnesses for fitness to practise

We hold:

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

We hold this information to:

  • allow a decision to be made on a worker’s 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 and process this information on our behalf.

People who have complained about a person who may be a social service worker

We hold:

  • personal details
  • contact details.

We hold this information to:

  • seek further information
  • allow a decision to be made on a worker’s 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.

People who make a complaint about the SSSC

We hold:

  • personal details
  • contact details.

We hold this information to:

  • comply with our statutory duty to manage complaints.

We share this information with:

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

General enquiries

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.

Workforce data

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 our data website. It is published anonymously.

Information governance enquiries

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.

Employees of approved courses

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 service training.

We do not share this information.

Our products and services

Users of Step into Leadership capability/feedback tool

The information we hold is:

  • contact details of account holders
  • passwords.

Dementia Ambassadors

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 the 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.

Modern Apprentices

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.

Visitors to our website and use of cookies

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.

Visit http://tools.google.com/dlpage/gaoptout to opt out of Google Analytics tracking you across all websites.

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 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. We’ve listed the cookies we currently use at the end of this notice.

We use cookies to measure use of the website including number of visitors, how frequently pages are viewed, the city and country of origin of users. This helps to determine what is popular and can influence future content and development. For this purpose, the SSSC uses web analytics to measure and analyse usage of the website. The information collected by the SSSC will include IP Address, pages visited, browser type and operating system. The data will not be used to identify any visitor personally.

We use Google Analytics to monitor traffic levels, search queries and visits to this website. Google Analytics stores an IP address anonymously on its servers in the US and neither the SSSC nor Google associate your IP address with any personally identifiable information. These cookies enable Google to determine whether you are a return visitor to the site and track the pages that you visit during your session.

To opt out of being tracked by Google Analytics across all websites click here.

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

When searching our website, a record of your search term is logged and this information is used to help improve our website.

Information sharing

We share information with different organisations and you can read our information sharing agreements with these organisations. Our Inventory of information sharing agreements details the lead contacts, the date and the review dates for these agreements.

We may share any information that you provide us with Police Scotland and other agencies involved in the prevention, detection, investigation or prosecution of crime. We will only do so when it is considered necessary and proportionate to do so.

A number of data processors process personal data on our behalf ie for payroll processing. We have measures in place to ensure that they:

  • only act under our instructions when they are processing your personal data
  • use appropriate technical and organisational measures to protect your personal data
  • delete or return data to us during the processing contract and when that contract ends
  • get our permission before engaging sub-contractors to carry out any part of the service.