Privacy statement for getyourNEC.scot

Privacy statement for getyourNEC.scot container

Privacy statement for getyourNEC.scot content

Last updated on Mon, 14/12/2020 - 15:59

Who we are:
Dundee City Council is a local authority established under the Local Government etc. (Scotland) Act 1994. Its head office is located at City Square, Dundee, DD1 3BY and you can contact our Data Protection Officer by post at this address, by email at: infogov@dundeecity.gov.uk, and by telephone on 01382 434206.

Why do we need your personal information and what do we do with it?
You are giving us your personal information to allow us to apply for a National Entitlement Card online. Although not all services may be available initially; you will also be able to:

  • Update your details;
  • Request a replacement for a lost or stolen or damaged card;
  • Renew an expiring or expired card.

You will be able to apply for the following National Entitlement Cards via getyournec.scot:

  • Free concessionary travel for people over 60
  • Free concessionary travel for people with a disability
  • Young Scot Card

We also use your information to verify your identity where required, contact you by post, email or telephone and to maintain our records.

You will be required to login to getyournec.scot using the mygovscot myaccount service.

While using getyournec.scot, you will be required to provide information and present documents to verify your identity and eligibility. The requested information is in accordance with the NEC application process, to apply for a NEC, request an update, request a replacement, or request a renewal.

getyournec.scot transfers application information submitted by you to NECPO (National Entitlement Card Programme Office) , which is run by Dundee City Council to import into the NEC CMS (Card Management System), to prompt a card to be printed by the card supplier and sent to you.

Legal basis for using your information:
We provide these services to you as part of our statutory function as your local authority. You can find more details of our role on our website at www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-serv.... Here are the reasons for which we process your data:

Creating accounts and asserting your identity
The Improvement Service, who manage this service on our behalf are funded by the Scottish Government and Local Government to supply a digital identity services to users and Service Providers. By maximising myaccount adoption and its identity verification services across Scotland, further demonstrates value for money for the public purse.
Legal basis for this data usage: Legitimate interest

Processing application data
The principal legal basis for the processing is that it is necessary for the performance of a task carried out in the public interest and in the exercise of official authority vested in the controller (Article 6(1)(e)), i.e. the Local Authorities. It is carried out in line with the Local Authorities' duty to secure best value, and their power to advance well-being as outlined in Local Government in Scotland Act 2003, ss 1, 2; ibid., pt3.
Legal basis for this data usage: Public Task

Processing of special category data
If you apply for a disabled concessionary travel National Entitlement Card, you are requested to submit a document as proof of disability. The full list of up to date accepted proofs can be found on Transport Scotland’s website. The processing of this data is to verify that you are eligible for the entitlement.
Legal basis for this data usage: Public Task
Article 9 condition of processing for this data usage: Explicit Consent (for getyournec.scot only)

Pass additional information to getyournec.scot
Optional information can be passed to getyournec.scot when you log-in to myaccount with consent. Legal basis for this data usage: Consent

Customer Support
Notifying you of any changes to our service, solving issues via our Helpdesk, phone or email including any bug fixing.
Legal basis for this data usage: Legitimate interest

Improve getyournec.scot
Test features, publish questionnaires, interact and review feedback, manage landing pages, heat mapping our site, traffic optimisation and data analysis and research.
Legal basis for this data usage: Legitimate interest

Asserting the identity of a user
Look up Scottish users in the NEC Extract.
Legal basis for this data usage: Consent

Further explanations of legal basis for processing can be found on the Information Commissioners Office’s website

We will not sell your information or disclose it for direct marketing purposes.

If you do not provide us with the information we have asked for then we will may not be able to provide this service to you.

Who do we share your information with?
We are legally obliged to safeguard public funds so we are required to verify and check your details internally for fraud prevention. We may share this information with other public bodies (and also receive information from these other bodies) for fraud checking purposes. We are also legally obliged to share certain data with other public bodies, such as HMRC and will do so where the law requires this. We will also generally comply with requests for specific information from other regulatory and law enforcement bodies where this is necessary and appropriate. Your information is also analysed internally to help us improve our services. This data sharing is in accordance with our Information Use and Privacy Policy and covered in our full privacy statement on our website. It also forms part of our requirements in line with our Records Management Plan approved in terms of the Public Records (Scotland) Act 2011.

The data is routinely shared with to NECPO (National Entitlement Card Programme Office) , which is run by Dundee City Council to import into the NEC CMS (Card Management System), to prompt a card to be printed by the card supplier and sent to you.

How long do we keep your information for?

We only keep your personal information for the minimum period amount of time necessary. Sometimes this time period is set out in the law, but in most cases it is based on the business need.

Application data is held by getyournec.scot for 28 days after the data is exported to NECPO to import into the CMS and request your card to be printed. After 28 days the application data is deleted from getyournec.scot.

The getyourNEC.scot system will keep your data for as long as you keep your getyournec.scot account active. Your account will automatically be locked after 450 days of non-use. Your data will be held for a further 30 days before being deleted.

A record of successful and unsuccessful logins is kept for audit purposes. This information is retained for a period of 750 days.

getyournec.scot is required to store audit data in line with NEC and PASS Schemes.

Your rights under data protection law:

  • access to your information – you have the right to request a copy of the personal information that we hold about you.
  • correcting your information – we want to make sure that your personal information is accurate, complete and up to date. Therefore you may ask us to correct any personal information about you that you believe does not meet these standards.
    • Deletion of your information – you have the right to ask us to delete personal information about you where:
      1. you think that we no longer need to hold the information for the purposes for which it was originally obtained
      2. we are using that information with your consent and you have withdrawn your consent – see Withdrawing consent to using your information below
      3. you have a genuine objection to our use of your personal information – see Objecting to how we may use your information below
      4. our use of your personal information is contrary to law or our other legal obligations.

Objecting to how we may use your information – You have the right at any time to tell us to stop using your personal information for direct marketing purposes.

Restricting how we may use your information – in some cases, you may ask us to restrict how we use your personal information. This right might apply, for example, where we are checking the accuracy of personal information that we hold about you or we are assessing the objection you have made to our use of your information. This right might also apply if we no longer have a basis for using your personal information but you don't want us to delete the data. Where this right is realistically applied will mean that we may only use the relevant personal information with your consent, for legal claims or where there are other public interest grounds to do so.

Withdrawing consent to use your information –

You can withdraw consent to share your data with getyournec.scot at any time by visiting the myaccount website and remove consent. Consent also relates to your use of the myaccount in general and you can view who you have consented to share data with on the myaccount website. You can withdraw consent at any time via your myaccount profile. Any withdrawal or consent is logged for an audit trail.

You can also cancel your MyAccount at any time within your profile management page or by visiting Dundee City Council Customer Services (or any other public sector service provider who provides you with MyAccount services), where an agent can cancel your account on your behalf.

You will have the option to temporarily disable your account or permanently revoke it. Please note that if you revoke your account and then decide at a later date that you would like a myaccount, you will have to register again. There is a 30 day cooling off period. If you wish to reinstate your myaccount within 30 days of revoking it, please raise a support request and our support team will be able to assist you.

Please contact us as stated above if you wish to exercise any of these rights.

Information you have given us about other people:

If you have provided anyone else’s details on this form, please make sure that you have told them that you have given their information to Dundee City Council. We will only use this information to validate a photograph of you if required. If they want any more information on how we will use their information they can visit our web site at https://www.dundeecity.gov.uk/service-area/chief-executive/chief-executi... or email infogov@dundeecity.gov.uk

Automated decision-making processes:
The data is partially used to make an automated decision on the following basis. The individual will have selected the type of card for which they wish to apply; the data provided will be used to determine which type of card they are eligible for. The determination of the type of card is therefore partially by automated means.

Complaints:
We aim to directly resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner's Office, who can be contacted by post at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit their website for more information at- https://ico.org.uk/concerns

More information:
For more details on how we process your personal information visit www.dundeecity.gov.uk/service-area/chief-executive/chief-executives-serv...

If you do not have access to the internet you can contact us via telephone to request hard copies of our documents.