Cashless catering privacy notice

Our Facilities and Property Management Service administer the cashless catering service.

Our cashless catering system links with information already held by Education Services, including:

• ID number
• forename
• surname
• date of birth
• registration group
• year group
• school name

This allows for identification of pupils at cashless catering tills within Secondary Schools. There are three methods which identify pupils at the catering tills to ensure that purchases made are added to the correct pupil account:

• registration of pupils’ Young Scot National Entitlement Card (NEC)
• a pin code provided to pupils
• manual look up of pupil by catering staff at the till

Registration of Young Scot National Entitlement Card (NEC)

Pupils can register their NEC with the cashless catering account. When registering their NEC, a linking code is stored on the cashless catering account which proves the identity of the pupil.

No information from the NEC will be stored or processed by the Council. The personal information stored is solely the unique linking code.

Pin code

A pin code is generated by the cashless catering system against a pupil’s cashless catering account. This is then used as an ID method at the point of sale.

Manual look-up

Catering staff can manually search for the identification of the pupil on the system using their name, year group and if necessary date of birth. 

Information is required to prove the identity of pupils at catering tills within secondary schools, and to allow purchases to be added to pupil’s cashless catering account.

The pin code and manual look-up methods use information already held by Education Services to link to the pupil’s cashless catering account. When pupils utilise the NEC method, registration of the NEC with the cashless catering account is required.

Pupils will require to register their NEC with the cashless catering account. Registration will create a unique linking code which then allows pupils to use their NEC when making purchases at cashless catering tills within secondary schools.

The lawful basis for processing this information is consent. Alternative measures are available to pupils who do not wish to make use of the cashless catering system.

Pupils’ use of the cashless catering system can also be deactivated if requested and any data already held can then be anonymised from the system.

The information detailed above will be shared with:

• ParentPay who administer the cashless catering system on behalf of the Council
• ParentPay’s sub processors (CIVICA)

Information, including the linking code from the NEC, will be retained for the period of time that the pupil is registered at the school.

The linking code can be removed from the system at any time following a request from the individual, as can pupils’ use of the cashless catering system.

It is important that we hold accurate and up-to-date information.

If any details have changed, or change in the future, then individuals should ensure that they inform us as soon as possible so that they can update their records accordingly.

Under data protection legislation, individuals have a right to request access to information about them that Facilities and Property Management, East Ayrshire Council holds.

Individuals also have the right to:

• object to processing of personal data that is likely to cause, or is causing damage or distress
• prevent processing for the purposes of direct marketing
• object to decisions being taken by automated means
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed
• in certain circumstances, transfer their data to another organisation (data portability)

How to contact us

Individuals can contact us:

• regarding their data protection rights and the processing of their data
• if they have a concern about the way Facilities and Property Management is collecting or using their personal data

They should raise their concern with our Data Protection Officer in the first instance. Contact details can be found on our Privacy Statement.