Childrens Services (Education) privacy notice

This document provides information on how Norfolk County Council’s Children’s Services department uses your child’s personal information for educational purposes.  By ‘use’ we mean the various ways it may be processed including storing and sharing the information.

We also provide further details regarding who we are, how long we use your information for, your rights under the GDPR and how to exercise them on  on our website.  Alternatively, you can ask us for a copy of this information.

We use your personal information primarily to provide suitable education for children and young persons.

This includes:

  • Securing sufficient school places across Norfolk
  • Securing sufficient early years and childcare places across Norfolk and the providing information, advice and assistance to parents and prospective parents
  • Coordinating school admissions and determining admission applications and the allocation of places through the Fair Access Protocol and managing the transfer of pupils between schools during an academic year and organise school admission appeals
  • Monitoring and improving school attendance and undertaking, where necessary, prosecutions for non-school attendance and monitoring children missing from education when removed from the school roll
  • Coordinating Independent Review Panels for excluded pupils and ensuring pupils who are permanently excluded from school are provided with a place to continue their learning as quickly as possible
  • Identifying, assessing and securing suitable provision for children with special educational needs and disabilities, including the issuing and reviewing of education, health and care plans, and the provision of advice to schools about specialist school placements for children
  • Assessing the learning, social and emotional needs of Norfolk pupils and young people, including therapeutic work
  • Supporting pupils unable to attend school due to health needs
  • Monitoring children who are being educated at home
  • Providing or arranging for the provision of school transport
  • Processing free school meal and pupil premium eligibility
  • Monitoring and supporting the educational attainment and progress of looked after children including those who are adopted (from September 2018); or subject to a special guardianship order
  • Supporting the educational progress and engagement of pupils from the Gypsy, Roma and Traveller community, and pupils with English as an additional language
  • Ensuring the provision of post 16 years education and training, youth support services and careers advice
  • Encouraging, enabling or assisting young people’s (aged 16/17 years old or 16-25 for young people with an Education and Health Care Plan) participation in education or training
  • Ensuring the provision accredited and non-accredited learning opportunities for adults aged 19+
  • Ensuring the provision of residential and outdoor learning opportunities
  • Submitting school census returns to the Department for Education (DfE)
  • Monitoring young people from Year 9 to age 18 in education, training and employment and identifying those young people who are at most risk of not receiving education or training or being in employment to ensure that they have sufficient support from the County Council and from schools, colleges, training providers and support services
  • Issuing of child employment and performance licences, chaperone licences, child entertainment licences and performance licences for groups of children 

We also use this information to assess the quality of our services and evaluate and improve our policies and procedures.

We may also use information in other ways compatible with the above.  Primarily this will include supporting the work of other public bodies providing educational services to children.  We provide more details of these services at www.norfolk.gov.uk/education-and-learning

You may not have to provide information to us for some of these services, but if you do not provide information we may not be able to, or it may inhibit our ability to, provide services to your child.

The information we hold includes information you have provided to us.  We also receive information from other public bodies and organisations providing educational services to you or your children particularly schools, 6th form colleges, higher education colleges and other post 16 educational providers schools.  The categories of data we may receive from other public bodies and organisations are described further below.

The information we collect and use includes the child’s:
  • Personal details including name, date of birth, gender, age, address, school, and family details including racial and ethnic origin and religious beliefs (see special categories of data below)
  • Contact information such as telephone number and email address
  • Name and contact details of person to be contacted in case of emergency
  • Personal identifiers such as unique pupil number, unique learning number, National Insurance number, case management system references
  • Health information, including disabilities, such as special educational needs (SEN), SEN statements or Education, Health and Care Plans (EHCP) (see special categories of data below)
  • Information about any criminal convictions, including involvement with the Youth Offending Team on a Statutory Order (see special categories of data below)
  • Educational details, history and pupil data including schools attended, behaviour, attendance and exclusions; educational attainment, assessment information, public exam results, special education needs information and intended post-16 education/training provider
  • Whether the young person aged 16 years and above is in education, training or employment
  • Personal history including information about a child’s looked-after status, safeguarding reports, and any other relevant information
  • Employment history
  • Family history and social relationships generally
  • Licenses and permits
  • Financial details if relevant, including entitlement to free school meals and/or pupil premium

Special Category data is defined as “information concerning your racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union activity, genetic data, biometric data, health, sex life and sexual orientation”.  We may only collect and use these types of data when it is relevant and such data will be collected as part of the case work records and information we hold.  Information concerning your child’s physical and mental health including special educational needs, racial or ethnic origin, and religious or other beliefs will be relevant.

Information concerning any criminal convictions is afforded a similar special level of protection, and we may collect and use this information where it is relevant, subject to the same safeguards.

For ordinary personal information (that is, all your information which is not special category data) we have legal grounds to process this information because it is necessary to comply with a legal duty or fulfil a public task. 

This includes under the :

  • Education Acts 1944 and 1996
  • Children and Young Persons Act 1933 and 1963 and the Children (Performances and Activities) (England) Regulations 2014
  • Children Act 1989 and 2004
  • Childcare Act 2006
  • Education and Inspections Act 2006
  • Young People’s Act 2008
  • Education and Skills Act 2008
  • Education (Information about Individual Pupils) (England) Regulations (2013) 
  • Children and Families Act 2014
  • Education and Adoption Act 2016
  • Education (Pupil Registration) (England) Regulations 2006
  • Children Act 1908
  • Equality Act 2010

For special category data, we have legal grounds to process this information where it is in the necessary for reasons in the substantial public interest.  This will include where it is necessary to carry out any of our statutory functions or necessary for protecting individuals at risk.  The law includes safeguards to protect the use of your special category data and any information concerning criminal convictions.

Additionally, and where appropriate, we may seek specific consent to use your information in certain ways.  This will normally be where the use of the data is not necessary for the above purposes but may be very useful or helpful to us to provide services.  For example, all marketing and feedback where personal information is obtained alongside, and directed at, individuals, and where personal information, such as photographs/videos, are used for publicity purposes.

We may also share your personal information with other organisations and public bodies, in particular:

  • NHS and other health agencies
  • Education settings – schools, 6th form colleges, higher education colleges and other post 16 educational providers
  • Childcare settings (eg nurseries)
  • Pupil Referral Units
  • Department for Work and Pensions (DWP)
  • Education and Skills Funding Agency
  • Ofsted
  • District councils
  • Police
  • Youth Offending Team
  • Other central government agencies and public authorities
  • School transport operators
  • Qualification awarding bodies
  • DfE for the following purposes –
    • The school census: to find out more about the data collection requirements placed on us by the DfE for the school census visit the GOV.uk website
    • The National Pupil Database (NPD): to find out more about the NPD visit the GOV.uk website
    • The Client Caseload Information System database regarding the participation of 16/17 years old or 16-25 for young people with an Education and Health Care Plan in education and training.  Download further information from the GOV.uk website.
    • In respect of children in need and looked after children to help the DfE develop national policies, manage local authority performance, administer and allocate funding and identify and encourage good practice.  For more information about the data collection requirements placed on us by the DfE go to the looked after children or children in need pages on GOV.uk.

We share this information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or it is otherwise in the substantial public interest to do so.  The law imposes safeguards to protect your privacy in these circumstances.

We will also share your information, subject to contractual and other legal safeguards, with organisations commissioned to provide services to you and others.  Finally, we may also share your information across different departments of the County Council, where it is necessary for our public tasks or functions to do so.

The information is stored electronically, on the County Council’s records management system. Additionally, information is securely stored in other mediums, including email accounts and in paper files.  We do not process your information outside of the European Economic Area.

We do not make automated decisions about you and your children but if we do in the future we will let you know.

This notice was updated in September 2018

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