Education Client Services Privacy Notice

What information do we collect

  • Name and address
  • Child Health System (CHS) Registration
  • Ethnicity
  • Place of birth
  • Postcode
  • Registered practice
  • NHS number
  • Date of birth, age and gender
  • Responses to consultation
  • Emergency contact details for schools

Health data is obtained under a Caldicott agreement.

Who uses this information?

Officers in Education Client Services

Why do we use this information?

We use this information for forecasting future school place requirements as part of our statutory duty to provide sufficient school places. Contact information for schools is held in case of emergencies.

What authority does CBMDC have to collect and use this information?

Education Client Services process personal data under the following categories of lawfulness in the General Data Protection Regulation:

6(1)(e) Processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller

9(2)(b) Processing is necessary for carrying out obligations under employment, social security or social protection law, or a collective agreement

9(2)(g) Processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject

The tasks that we carry out in exercise of official authority are mainly required under the  Education Act (1996) although other legislation may apply.

Who are we likely to share this information with?

  • General information that is used for pupil place planning is downloaded from the DFE Collect system which is hosted and maintained by the Department for Education (DfE)
  • Other information is provided by The Child Health Information Service (NHS team) via secure email, under a Caldicott Agreement
  • Aggregated numbers are provided to the Early Years Service – this data is not identifiable to any individual.

How do we keep this information secure?

  • Data that is downloaded from DfE Collect is either held on the Council network which is access controlled or on removable disks which are kept securely within the office.
  • Health data is password protected on receipt and restricted access. Only a summary of this information is provided to Early Years Service.
  • Pupil Place Planning consultation information is either held on the Council network which is access controlled (electronic records) or kept securely within the office (paper records).
  • Emergency contact information is held securely and access restricted to relevant staff.  This is periodically updated to ensure it is accurate.

When computers make any decisions about you

Education Client Services do not make or use any automated decisions

When your data gets sent to other countries

We do not send any information we collect about you outside the United Kingdom.

How long do we keep this information?

  • Information downloaded from DfE Collect is retained for 7 years
  • We are required to retain information from Pupil Place Planning Consultations for 5 years (paper records) or 3 years (electronic records)
  • Health data is disposed of after three years although aggregated information which is not personally identifiable may be kept for longer.

What are your rights?

You have the right to request CBMDC to stop processing your personal data in relation to any council service.  See our main Privacy Notice for details.

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This page was last updated on :
Mon, Jun 18, 2018 at 02:22 PM

Contact details

Department of Place – Emergency Management Service
Wakefield Road Depot
Foundry Lane

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