Records requests

In accordance with the General Data Protection Regulations/Data Protection Act 2018, this Privacy Notice will describe in detail how your information will be processed by Quarriers and used by the organisation for the purposes of seeking records held by Quarriers (a Subject Access Request).

Who are we?

Quarriers is a leading Registered Scottish Health and Social Care Charity which offers services for adults with a disability, children and families, young people and people affected by epilepsy.

While you are supported by Quarriers, we will process personal data relating to you as an individual in accordance with best practice, the requirements of law and our commissioners and to ensure the quality of our service.

What type of information do we hold?

For anyone who has received a service by Quarriers, we will retain information relating to you and the service we provided within the retention schedules specified by law. The data subject is entitled to request copies of this information.

The data we hold will vary depending on when you were resident with us and for what purpose but would usually include, for example, details on admission, discharge and residence. If you were resident at Quarriers after the 1950s, we may also hold more detail of the activities and contact you had, and perhaps some photographs.

To ensure that anyone requesting access to this information is the data subject we require two pieces of identification: one photo ID and the other to show current address. We will copy this information and store it for up to 24 months as a record of due diligence

Please note that Quarriers is fully aware that your personal data is confidential and as such, we strive to maintain the confidentiality of and protect your information in accordance with our normal procedures and all applicable laws.

What sources do we share information with and why?

Due to the nature of the business we operate, which is obliged to comply with requirements under the Regulation of Care (Scotland) Act 2001, Quarriers has a legal basis to gather personal information about people we support. We may share your information with statutory agencies (for example the Police) or the Scottish Child Abuse Inquiry when required to do so.

What is Quarriers retention period for keeping your personal information?

For children under the age of 16, all records must be retained for a period of 100 years. Please note that as Quarriers is a current active participant in the Scottish Child Abuse Inquiry, we are restricted from destroying files until such time as the Scottish Child Abuse Inquiry is concluded and confirms that these restrictions have been lifted.

What are your rights as an individual in regards to how your data is used?

You can ask us to delete, remove or stop using your personal information if there is no need for us to keep it, which is known as the right to erasure, or the right to be forgotten.

You can object to us keeping or using your personal information. This is known as the right to object.

However, where the lawful basis for data processing is legal or contractual, Quarriers does not require your consent to process your personal data.

In circumstances where Quarriers does not have a legal or contractual basis to hold your personal information but has sought your consent for this information to be processed, you have the right to request its erasure, to its portability, or to restrict or withdraw consent from its processing.

If you believe the personal data we hold about you is incorrect, please make contact with us in the first instance and we will take the appropriate steps to rectify this.

Who can you contact for more information?

You may request a copy of any personal information that Quarriers has about you. Please write to our Data Protection Officer:

Head of Safeguarding and Aftercare
Quarriers Village
Bridge of Weir
PA11 3SX

Or email [email protected]

Quarriers does not make a charge for supplying this information and will reply within 30 days of receipt of your request. It will help us to locate your records more easily if you can tell us something about the nature of your contact with Quarriers.

If you have any queries or concerns about how Quarriers has obtained or processed your data, please contact the Data Protection Officer.

f you are unhappy with the response provided by Quarriers or our Data Protection Manager in the first instance, you may wish to consider escalating your query or concern to the Information Commissioners Office. They can be contacted on 0303 123 1113 or via their website at