Education Centre Privacy Notice
As part of its operation, TLG is required to collect and process relevant personal data regarding students, their parents and guardians, volunteers and referring schools in which it shall take all reasonable steps to do so in accordance with this policy.
When an application is received for a child to join one of TLG's Education Centres, we collect information necessary to process the application and after the application is complete, the data is stored securely by our Education Centre Department. We will always inform you before taking up any references. We also collect information about children and parents at the Education Centre over the course of their placement to ensure that we are providing the best possible service and to ensure that the child is safe within our care.
In some of our Education Centres, CCTV is in operation for the safety and protection of staff and pupils.
Data may be held across several databases or operating sites which, when all put together enables the individual to be identified. It includes not only proven facts but also opinions about an individual.
TLG will in most cases rely on parental consent to process data relating to students unless, given the nature of the processing in question, and the student’s age and understanding, it is unreasonable in all the circumstances to rely on the parent’s consent. Parents should be aware that in such situations they may not be consulted.
TLG will only grant the student direct access to their personal data if in TLG's reasonable belief the student understands the nature of the request.
Students agree that TLG may disclose their personal data to their parents or guardian.
Where a student seeks to raise concerns confidentially with a member of staff and expressly withholds their agreement to their personal data being disclosed to their parents or guardian, TLG will maintain confidentiality unless it has reasonable grounds to believe that the student does not fully understand the consequences of withholding their consent, or where TLG believes disclosure will be in the best interests of the student or other students.
Separately from GDPR, regulations provide a pupil’s parent (regardless of the age of the pupil) with the right to view, or to have a copy of, their child’s educational record at the school. If they wish to exercise this right parents should write to the school.
We collect the following personal information about you:
- Personal identifiers such as your title, name, nationality, date of birth and National Insurance number
- Contact details including postal address, post code, email and telephone number
- Emergency contact
- Your education, qualifications and work experience
Sensitive personal data
- The Data Protection Act recognises some information as ‘sensitive personal data’. This includes, but is not restricted to, information which reveals your religious beliefs, health, race or ethnic origin, criminal convictions.
- Where required, TLG will ask you to provide explicit consent to process other sensitive information in accordance with the Data Protection Act. For example to make reasonable adjustments for children with disabilities or health conditions. Additionally, we collect anonymised pupil demographic data for Equal Opportunities monitoring and this information is used for statistical purposes only.
We collect pupil personal information for:
- Compliance with legal obligations such as DfE – see detailed information below.
- Managing processes such as recruitment, progression, performance management, learning and development.
- Administrative purposes.
- Providing facilities and resources.
- Protecting the vital interests of the data subject or another person in a case where consent cannot be given by the data subject or other person.
- The processing is necessary in connection with any legal proceedings or to obtain legal advice.
TLG will, from time to time, make use of personal data relating to students, their parents or guardians in the following ways. Should you wish to limit or object to any such use please notify TLG in writing.
1. Use of photographic images of students in TLG publications and on the TLG website: TLG will not publish photographs of individual students with their names without the express agreement of the appropriate individual and their parent/guardian.
2. To maintain relationships with students for fundraising, marketing and/or promotional purposes and to maintain relationships with students of TLG, including transferring information.
4a. All the personal information provided will be available to limited TLG employees with a need to access the information. We may need to share personal information with trusted third
parties such as the partner church who is running the Education Centre. In some circumstances, we are under duty to disclose your personal information in order to comply with any legal obligation and details of this are in 4c below.
4b. At TLG, we recognise the importance of birthdays as a key milestone and so we love to acknowledge and celebrate these with pupils. Please contact Scott.firstname.lastname@example.org if you do not wish to have your name, birth month and day to be shared for this purpose.
4c. Schools, Local Authorities (LAs), the Department for Education and Skills (DfE), the government department which deals with education, the Qualifications and Curriculum Authority (QCA), Ofsted and the Learning and Skills Council (LSC) all process information on pupils in order to run the education system and in doing so have to comply with GDPR. This means, among other things, that the data held about pupils must only be used for specific purposes allowed by law. This document tells you about the types of data held, why that data is held, and to whom it may be passed on.
TLG holds information on students in order to support their teaching and learning, to monitor and report on their progress, to provide appropriate pastoral care, and to assess how well the school as a whole is doing. This information includes contact details, national curriculum assessment results, attendance information, characteristics such as ethnic group, special educational needs and any relevant medical information.
From time to time schools are required to pass on some of this data to LAs, the DfE and to agencies that are prescribed by law, such as QCA, Ofsted, and LSC.
The Local Authority uses information about children for whom it provides services to carry out specific functions for which it is responsible, such as the assessment of any special educational needs the child may have. It also uses the information to derive statistics to inform decisions on (for example) the funding of schools, and to assess the performance of schools and set targets for them. The statistics are used in such a way that individual children cannot be identified from them.
LAs have a duty under the Children Act 2004 to cooperate with their partners in health and youth justice to improve the well-being of children in their areas. As part of this duty they will be required to maintain the accuracy of the information held on the Information Sharing (IS) Index about children and young people in their area.
The Qualifications and Curriculum Authority uses information about pupils to administer national curriculum assessments throughout Key Stages 1 to 3. This includes both assessments required by statute and those that are optional. The results of these are passed on to DfE to compile statistics on trends and patterns in levels of achievement. The QCA uses the information to evaluate the effectiveness of the national curriculum and the associated assessment arrangements, and to ensure that these are continually improved.
Ofsted uses information about the progress and performance of pupils to help inspectors evaluate the work of schools, to assist schools in their self-evaluation, and as part of Ofsted’s assessment of the effectiveness of education initiatives and policy. Inspection reports do not identify individual pupils.
The Learning and Skills Council uses information about pupils for statistical purposes, to evaluate and develop education policy and to monitor the performance of the education service as a whole. The statistics (including those based on information provided by the QCA) are used in such a way that individual pupils cannot be identified from them. On occasion, information may be shared with other Government departments or agencies strictly for statistical or research purposes only. The LSC or its partners may wish to contact learners from time to time about courses, or learning opportunities relevant to them.
The Department for Education uses information about pupils for research and statistical purposes, to inform, influence and improve education policy and to monitor the performance of the education service as a whole.
The DfE will feed back to LAs and schools information about their pupils for a variety of purposes that will include data checking exercises, use in self-evaluation analyses and where information is missing because it was not passed on by a former school.
The Children Act 2004 provides for the Secretary of State to issue Regulations requiring the “governing body of a maintained school in England” to disclose information for inclusion on the Information Sharing (IS) Index.
The purposes of the index are to:
- Help practitioners working with children quickly identify a child with whom they have contact.
- Determine whether that child is getting the universal services (education, primary health care) to which he or she is entitled.
- Enable earlier identification of needs and earlier, more effective action to address these needs by providing a tool to help practitioners identify which other practitioners are involved with a particular child.
- Encourage better communication and closer working between practitioners.
The index will hold for each child or young person in England:
- Basic identifying information: name, address, gender, date of birth and a unique identifying number, based on the existing Unique Identifying Number/National Insurance Number.
- Basic identifying information about the child’s parent or carer.
- Contact details for services involved with the child: as a minimum school and GP Practice but also other services where appropriate.
The facility for practitioners to indicate to others that they have information to share, are taking action or have undertaken a common assessment in relation to a child.
The index will NOT record statements of a child’s needs, academic performance, attendance or clinical observations about a child.
All practitioners and system support staff (in LAs who will be responsible for maintaining the data) will have to have relevant training and to have undergone rigorous checks and appropriate security clearance procedures. To ensure high standards of accuracy, information on the IS Index will be drawn from a number of sources including the termly School Census from which, from January 2007, pupils’ home address will be collected.
The DfE will also provide Ofsted with pupil data for use in school inspection. Where relevant, pupil information may also be shared with post 16 learning institutions to minimise the administrative burden on application for a course and to aid the preparation of learning plans. Pupil information may be matched with other data sources that the Department holds in order to model and monitor pupils’ educational progression and to provide comprehensive information back to LAs and learning institutions to support their day to day business. The DfE may also use contact details from these sources to obtain samples for statistical surveys; these surveys may be carried out by research agencies working under contract to the Department and participation in such surveys is usually voluntary. The Department may also match data from these sources to data obtained from statistical surveys.
Pupil data may also be shared with other Government Departments and Agencies (including the Office for National Statistics) for statistical or research purposes only. In all these cases the matching will require that individualised data is used in the processing operation, but that data will not be processed in such a way that it supports measures or decisions relating to particular individuals or identifies individuals in any results. This data sharing will be approved and controlled by the Department’s Chief Statistician.
The DfE may also disclose individual pupil information to independent researchers into the educational achievements of pupils who have a legitimate need for it for their research, but each case will be determined on its merits and subject to the approval of the Department’s Chief Statistician.
All our pupil files are retained for in accordance with our retention documents and as required by law.
You have the right to change, alter or delete the information that we store as follows:
6a. Right to be informed: We seek to be clear and specific when we collect information.
6b. Right to access: You are entitled to request a copy of any of your personal information that we have stored on our systems.
6c. Right to rectification: If any of your personal information stored on our systems is incorrect, you have the right to have this updated.
6d. Right to be forgotten: If you request for all of your records to be deleted from our systems, we are lawful required to carry out this request, other than if your data is required for lawful reasons.
We encourage you to contact our Data Protection Officer at the TLG registered office if you are at all concerned about the way that we have handled or are storing your personal data.
We will endeavour to respond to your concerns within 72 hours.
You are also entitled to contact ICO directly if you are not happy with the way that we handle your concern. You can contact the ICO (Information Commissioners Office) via their helpline (0303 123 1113) or go to www.ico.org.uk/concerns
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You are encouraged to make reference to this document any time that you might disclose further personal information to TLG.