Pupil Information privacy notice
This notice explains what personal data (information) we hold about you, how we collect, how we use and may share information about you. We are required to give you this information under data protection law.
Who we are
Kent County Council (KCC) collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws. Our Data Protection Officer is Benjamin Watts.
The Children, Young People and Education directorate comprises Early Help and Preventative Services, Children’s Social Work, and Education support services. We work in an integrated way with other children’s services teams in KCC and with partner organisations to ensure we deliver the best possible outcomes for children, young people and families in Kent.
Personal information we collect and use
Information collected by us
In the course of providing education support services we collect the following personal information from you, when you provide it to us, or from your child’s school:
- Personal information (such as name, unique pupil number, contact details, language, nationality, country of birth, and free school meal eligibility)
- Special category characteristics:
- Special educational needs (SEN) information
- Relevant medical information
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Exclusions information (fixed term and permanent)
- National curriculum assessment results
- Details of victims and perpetrators of bullying or racial incidents
We also obtain personal information from other sources as follows:
- Personal information, special category information, assessment results and SEN information from schools that you previously attended
- Involvement with other KCC children’s services teams from our existing records (such as Early Help, Children’s Social Work, SEND, Admissions)
How we use your personal information
We use your personal information to:
- enable integrated working with other teams and organisations to ensure you receive the right support at the right time
- support you to access relevant support and advice services and groups
- inform future service provision and the commissioning of services
- undertake our statutory education duties (such as ensuring no children are missing education, and administering the schools admissions process)
- support you to decide what to do after you leave school, including post-16 education and training provision, youth support services and careers advice and guidance
- support or improve educational provision
- improve the services we provide
- safeguard children and young people
- produce a holistic view of every child in a Kent school in order to provide informed support and advice
- evaluate and quality assure the services we provide
- analyse service provision and effectiveness
- model patterns of service involvement to support future service delivery planning
How long your personal information be kept
We will hold your personal information securely and retain it from the child/young person’s date of birth until they reach the age of 25, after which the information is archived or securely destroyed.
Reasons we can collect and use your personal information
We collect and use pupil information under section 537A and 507B of the Education Act 1996, section 83 of the Children Act 1989, The Education (Information About Individual Pupils) (England) Regulations 2013, and to carry out tasks in the public interest. If we need to collect special category (sensitive) personal information, we rely upon reasons of substantial public interest (equality of opportunity or treatment), and legitimate interest reasons.
Who we share your personal information with
We share your personal information with:
- Kent County Council teams working to improve outcomes for children and young people
- commissioned providers of local authority services (NEET support services, education services, e.g. The Education People)
- schools or colleges that you attend after leaving your current school
- local forums with schools and KCC representatives which support in-year fair access processes and support managed moves between schools
local multi-agency forums which provide SEND advice, support and guidance (such as Local Inclusion Forum Team (LIFT))
- partner organisations signed up to the Kent & Medway Information Sharing Agreement, where necessary, which may include police, school nurses, doctors and mental health workers and Kent Community Health NHS Foundation Trust
- external moderators (teachers with recent relevant experience) of end of key stage assessments, to meet statutory requirements from the Standards & Testing Agency (STA)
- the Department for Education (DfE) (statutory pupil level data collections for school funding and educational attainment policy and monitoring, and to inform the National Pupil Database (NPD))
- other Government Departments including Department of Work and Pensions, Ministry of Justice, Ministry of Housing, Communities and Local Government
- Ofsted (in the event of a local authority inspection of children’s services)
We will share personal information with law enforcement or other authorities if required by applicable law.
Under the GDPR you have rights which you can exercise free of charge which allow you to:
- know what we are doing with your information and why we are doing it
- ask to see what information we hold about you (Subject Access Request)
- ask us to correct any mistakes in the information we hold about you
- object to direct marketing
- make a complaint to the Information Commissioner's Office
- withdraw consent at any time (if applicable)
Depending on our reason for using your information you may also be entitled to:
- ask us to delete information we hold about you
- have your information transferred electronically to yourself or to another organisation
- object to decisions being made that significantly affect you
- object to how we are using your information
- stop us using your information in certain ways
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note: your request may delay or prevent us delivering a service to you.
For further information about your rights, including the circumstances in which they apply, see the guidance from the UK Information Commissioner's Office (ICO) on individuals’ rights under the GDPR.
If you would like to exercise a right, please contact the Information Resilience and Transparency Team at firstname.lastname@example.org.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.