This notice provides details of what information we collect from you, what we do with it, and who it might be shared with.

Identity and contact details of the controller and the data protection officer

Falkirk Council is the data controller. You can contact the data protection officer at:

Data Protection Officer
The Foundry
4 Central Boulevard, Central Park

Frequently asked questions

  1. Table of contents

Why do we collect this information?

The information is being collected for the following purposes:

  1. To provide you with independent, impartial, accurate and relevant advice relating to debt and welfare benefits.
  2. To administer applications to, and grants from, the Scottish Welfare Fund (including crisis grants, community care grants and self-isolation support payments).
  3. Where you choose to provide information, for equalities monitoring to maintain and promote equality of access to our service.

The legal basis for each purpose is set out below:

Legal basis Purpose
Performance of a contract  
Legal obligation 3
Vital interests  
Task carried out in the public interest 1, 2
Legitimate interests  

What information do we collect about you?

We collect:

  • Your name, address and contact information including email address and telephone number, date of birth and gender
  • Details of your bank account and national insurance number
  • Information about your income, including entitlement to benefits, pensions, earnings and income from self-employment
  • Information about your liability for debts, including information about your creditors, and any legal action taken against you
  • Equality monitoring information including information about your ethnic origin, disability, and transgender status (where you choose to provide this to us)
  • Information about your marital status and dependants
  • Information about your medical or health conditions, including whether or not you have a disability for which we need to make reasonable adjustments
  • For self-isolation support payments, the dates you need to isolate.
  • Any other information about you that you have given to us

We also keep copies of your communications with us and our responses.

Where do we collect information from?

We collect information from you:

  • Through paper, electronic and telephone correspondence with you, through forms you have completed (in paper and/or online) and interviews and meetings you have attended.

In some cases, on your behalf, we collect personal data about you from third parties such as:

  • Medical professionals
  • Credit reference agencies
  • Debt collection agencies
  • Department for Work and Pensions
  • HM Revenue and Customs
  • HM Courts and Tribunals Service
  • Social work services
  • Social Security Scotland

Data is stored in a range of different places, including in your case file, our electronic case management system and in other IT systems including the email system.

Who might we share your information with?

We will keep your information safe and secure. We will have systems, processes and training designed to achieve this.

We may share information, with your express written consent with:

  • Medical professionals
  • Credit reference agencies
  • Debt collection agencies
  • Department for Work and Pensions
  • HM Revenue and Customs
  • HM Courts and Tribunals Service
  • Social work services
  • Social Security Scotland
  • Auditors appointed by Scottish Legal Aid Board (only Debt and Welfare Benefits Team)

Will we send your information outwith the UK?

We do not transfer your information outwith the UK.

How long do we keep hold of your information?

We keep your information as long as required by law or by our business requirements. We have a Business Classification Scheme in place which sets out the types of records we hold, and how long we hold them - you can access the relevant part of the scheme below.


What are my rights in relation to the information held about me?

You have the following rights:

  • To see any information held about you by making a subject access request.
  • To withdraw consent at any time, where the legal basis for processing is consent.
  • To data portability, where the legal basis for processing is (i) consent or (ii) performance of a contract.
  • To request rectification or erasure of your information, where data protection legislation allows this.

Do I have a right to complain about the way information has been used?

If you have a concern about the way we are collecting or using your personal data, please let us know and we will try to resolve this. If you are still concerned, you can contact the Information Commissioner:

Information Commissioner's Office
Wycliffe House, Water Lane
or if you prefer to use a national rate number:

Do I have to provide my personal data to you?

You do not have to provide your personal data to us, although it may affect the accuracy of the advice that we give you and your entitlement to grants/payments. You will receive the same standard of service, even if you do not agree to providing us with your personal information.

You do not need to provide us with equality monitoring data (ethnic origin, religion, disability, sexual orientation or transgender status). However, if you do so this will be held in the strictest confidence and used to help us comply with our Public Sector Equality Duty.

Do you use any automated processes to make decisions about me?

We do not use automated decision making processes.

This notice was last updated in October 2020.