About this privacy information
SHCSA handles personal information for its public functions and administration. This page explains the main information handled through the public website and the controls used around those records. Individual services can provide more specific privacy information where their purpose or information requirements differ materially.
Information you give us
Personal information can be provided when you send an enquiry, make an information request, submit a complaint, respond to a consultation, report an accessibility problem or use another public form.
The information requested depends on the service. The Authority collects the information needed to identify and understand the matter, communicate with you and maintain the official case or service record.
Democratic and governance records
The Authority also keeps records for its democratic and corporate functions. These can include information about members and office-holders, declarations of interest, meeting participation, decisions and correspondence.
Some governance records are public because openness is part of the Authority's accountability arrangements. Other information is restricted where the applicable rules require protection.
Staff and restricted administration
Authorised staff systems support publishing, Democratic Services, enquiries, complaints, information requests and other administrative work. Access to restricted information is controlled through authenticated permissions and is separated from the public website.
Use and sharing of information
Information is used for the public function or administrative purpose connected with the record. Where another organisation has a lawful role in the matter, SHCSA may need to share relevant information—for example, to transfer a case that belongs to another public authority or to obtain professional advice.
Sharing is limited to what is needed for the purpose and does not make SHCSA the controller of another organisation's separate records.
Security and access
Personal, confidential, commercially sensitive, legally privileged and security-sensitive information is protected by appropriate access controls. Staff access is limited by role and administrative need, and restricted services are not exposed through the public website.
Retention and official records
Records are retained according to their purpose and the applicable records requirements. Public records, democratic records and administrative case files can have different retention and access arrangements because they serve different functions.
Your information rights
If you want to ask about personal information held by SHCSA or exercise an applicable information right, use the information-rights route and provide enough detail for the Authority to identify the information or processing concerned.