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Children's Services (Special Educational Needs) privacy notice

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

Further details

We also provide further details regarding:

  • who we are
  • how long we use your information for
  • your rights under the UK General Data Protection Regulation (the GDPR) and
  • how to exercise them

You can see this information in the Norfolk County Council’s general privacy notice on our web site or you can ask us for a copy of this information.

What we use your information for

We use personal information about you and your child primarily to provide suitable education.

This includes the:

  • 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
  • co-ordinating 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
  • 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 children
  • to ensure early years providers are supported to meet the needs for those children who are no longer able to attend due to health needs
  • processing 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

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 in the education and learning section on our website.

The kind of information we collect and use about you

The information we collect and use includes the child’s:

  • personal details – name, date of birth, gender, age, address,
  • contact information – telephone number and email address
  • ·name and contact details of person to be contacted in case of emergency
  • personal identifiers – unique pupil number, unique learning number, National Insurance number, case management system references
  • financial details if relevant
  • personal history including safeguarding reports, any criminal convictions
  • family history and social relationships generally

We also collect information about the following which is classed as “special category data” under the GDPR.  

  • Racial and ethnic origin
  • Religious or philosophical beliefs
  • Health data including disabilities and special educational needs

We also collect information about criminal convictions and offences

The GDPR includes safeguards to protect the use of your special category data and criminal conviction data. Further details can be found on our website in the document named ‘Special category data and criminal offences data policy’ which sets out our procedures for compliance with the principles of the GDPR and the retention and erasure of this information. 

Who provides this information

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 early years providers (childminders and nurseries) and schools.

How the law protects you and the legal basis for processing your information

We have legal grounds to process this information because it is necessary for the performance of a task carried out in the public interest.

The tasks we carry out in the public interest are under the:

  • Children Act 1989 and 2004
  • Childcare Act 2006
  • Children and Families Act 2014

We have legal grounds to process (including share) special category data and criminal convictions data where it is in the exercise of a statutory function and it is in the necessary for reasons in the substantial public interest. The statutory functions are as set out above.

We may also 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.

Who we share your information with

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

  • other departments in NCC for example Children’s Services – Social Care and transport team
  • NHS and other health agencies
  • childcare settings / schools (e.g. childminders and nurseries)
  • DfE for the following purposes

As explained above, we share information without your specific consent as it is reasonable and necessary to do so to fulfil our public tasks or, in relation to special category data, is in the substantial public interest to do so.  We also explained that 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 Norfolk County Council where it is necessary for our public tasks or functions to do so.

How we keep your information

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.

If we transfer your personal information to other countries

We do not process your information outside of the European Economic Area.

Automated decision making

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

Changes to this privacy notice

The County Council keeps this privacy notice under regular review and will provide you with a new privacy notice when any substantial updates are made.  The County Council may also notify you in other ways from time to time about the processing of your personal information

Date of Notice

This notice was updated on 15 January 2021.

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