Our privacy notice explains what personal information is collected, what it is used for and who it is provided to. The notice also describes why the Council requires your data, and the legal basis on which it does this.
This privacy notice relates to the Council’s Education Services. It provides additional information that specifically relates to this particular service, and should be read together with our general privacy notice, which provides more detail on the questions below.
What personal information does this service use?
If you have lived in Manchester and/or attended or applied for a place in a Manchester school or education setting we will hold an education record about you.
This service uses personal information, such as:
- Personal identifiers and contacts (such as name, date of birth, unique pupil number, contact details and address);
- characteristics (such as gender, languages spoken, country of birth, nationality, and free school meal eligibility);
- safeguarding information (such as court orders and professional involvement);
- special educational needs (including the needs and ranking), attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended);
- assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results);
behavioural information (such as exclusions and any relevant alternative provision placements put in place);
- education, training or employment status (including elective home education and children missing education);
- contact details of parents / carers;
- contact details for key members of staff from schools and other education and training providers, and support agencies;
- HR information, including applications, references and vetting checks for school governors and contract and performance records for NQTs;
- Letters, notes and reports on the services and support you access from us;
- Financial information where required to provide services, e.g personal travel and short breaks budgets;
- information link to statutory processes (e.g. attendance orders).
This service also uses the following special category personal information:
- Health data
- Religious beliefs
This service also uses personal data relating to criminal convictions and offences.
What is your personal information used for?
The Council uses your personal data for the following reasons:
- to help us carry out functions for which we are responsible, such as:
- assessment of special educational needs and disabilities;
- provision of specialist education support and outreach services;
- school admissions;
- managing attendance;
- access to education for excluded pupils and others unable to access education;
- Supporting governors and NQTs;
- monitoring safeguarding and school performance;
- to comply with any legal obligations required from us by an external organization such as Government department or agency, in particular the Department for Education or Ofsted (our regulatory body). For example, this may include allowing an Ofsted inspector to visit our offices and review our records as part of an Ofsted inspection;
- to log and respond to any queries or complaints you make about our services;
- in order to improve our service delivery, we may use personal information to create statistics which help us to see how our services are being used and how they should be funded. The statistics are anonymised, so that individual children and young people cannot be identified from them.
What is the lawful basis we are relying on?
We collect and use this information under:
Article 6(1)(c ) UK GDPR-a legal obligation to use your information;
Article 6(1)( e) UK GDPR- where it is necessary in order to perform our public tasks and duties as a Local Authority.
In some cases we may be required to share your information where it is necessary to protect someone in an emergency (Article 6(1)(d) UK GDPR.
We may also use your special category personal data where it is necessary :
- to protect someone in an emergency (Article 9(2)(c ) UK GDPR;
- where it is necessary for legal cases (Article 9(2)(f) UK GDPR;
- there is a substantial public interest to carry out our statutory functions including to help us ensure equality of access and opportunity. (Article 9(2)(g) UK GDPR and Schedule 1 of the Data Protection Act 2018.
The additional legal basis relied upon to use criminal offence data, including allegations, is consent or where this is necessary to protect individuals and safeguarding; for legal claims; or for other reasons of substantial public interest (Schedule 1 of the Data Protection Act 2018).
Where has the personal information come from?
- Other departments within the Council
- Information from a school or education provider
- Other Local Authorities where you or your family have previously lived, who may hold personal information about you
- Information from your GP or NHS about your medical history
- Information from the police, rehabilitation services or youth offending services
- Information from Education Psychologists and other educational professionals
Who will we share your personal information with?
We share your personal data with the following organisations where it is necessary to do so:
- Schools and other education providers;
- The Department for Education to comply with statistical data collections about children and young people under the Education (Information about Individual Pupils) (England) Regulations 2013;
- Other Government Agencies, e.g Ofsted;
- Commissioned Delivery Partners who are delivering services on our behalf;
- Health Agencies;
- Third Sector/Voluntary Agencies;
- Other local authorities;
- Courts of law;
- We may also share information with relevant post-16 education and training providers to secure appropriate support for them. We may also share data with education establishments which shows what their pupils go on to do after the age of 16.
How long will we keep your information?
Our retention schedule sets out how long we keep personal information for.
Your personal information and your rights
You can read about what rights you have regarding the personal information used for this service on our website: manchester.gov.uk
Contacting us about your data and updates
If you have any questions or concerns about how the Council uses your personal information, please contact Council’s Data Protection Officer.
Complaints or queries
If you have any concerns about the way the we use your personal information, we would ask you to come to us first for help. You do however have the right to complain to the Information Commissioner’s Office:
- 0303 123 1113 (local rate)
- Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.