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Privacy notice: School admissions

Contents

  1. Introduction
  2. Who we are
  3. What type of personal information do we collect?
  4. How do we collect personal information?
  5. Why do we collect your personal information?
  6. Who might we share your personal information with?
  7. How long we keep your personal information?
  8. What is our legal basis for using your personal information?
  9. How do we keep your personal information secure?
  10. What are your rights
  11. Contact us

1. Introduction

This privacy notice explains types of personal information we may collect about you when you interact with us. It also explains how we will store and handle that information, as well as keep it safe and secure.

We will keep our privacy notice under regular review and will advise you of any updates on our website.

This notice was established in August 2018 and last reviewed in August 2021.

2. Who we are

For the purposes of Data Protection legislation, South Tyneside Council is the Data Controller.

3. What type of personal information do we collect?

  • Name and date of birth.
  • Address where the child/young person ordinarily lives.
  • Sibling link information.
  • Parent name and contact details (telephone numbers and email address).
  • Contact details for additional person with parental responsibility (telephone numbers and email address).
  • Information on Special Educational Needs (SEN) (where applicable).
  • Information on looked after status (where applicable). Parents may be contacted for further evidence relating to an adoption order, child arrangement order or special guardianship order. To include children who have been in state care outside of England and ceased to be in state care, as a result of being adopted.
  • Social worker contact details (where applicable).
  • Information on Exclusions (where applicable).
  • Information on Asylum seeker or refugee status (where applicable).

4. How do we collect personal information?

We may collect your personal information in a number of ways, for example:

  • By telephone
  • By e-mail
  • In writing for example letter or email
  • Online forms and hard copies of applications

5. Why do we collect your personal information?

The information we collect is used to process your request for a school place in South Tyneside.

6. Who might we share your personal information with?

We may need to share information with other services / departments within the Local Authority. We will only share this information if we are legally required to do so. We may also share information with Child Health (where applicable).

We will not share your personal information with any other third parties unless you have specifically asked us to do so.

There are other times not linked to your support where we may need to share your information. These include:

  • Where there is a serious risk of harm to you or others
  • Where there are concerns for the welfare of a child
  • For the prevention or detection of crime

7. How long we keep your personal information?

Your personal information will be kept secure for the current academic year plus six years.

8. What is our legal basis for using your personal information?

To use your personal information there must be a lawful basis to do this, such as, through a contract, performing a public task or where there is a legal obligation. 

The Council will use your personal information under the following:

  • 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

For special category data, we rely on the following lawful basis:

  • Reasons of substantial public interest (with a basis in law)

9. How do we keep your personal information secure?

Information provided to the School Admissions is held securely on our network and systems which have encryption. Only officers working within School Admissions and system administrators have access to these records.

10. What are your rights

Your individual rights are set out in law. Subject to some legal exemptions, you have the following rights:

  • Right to be informed
  • Right of access
  • Right to rectification
  • Right to erasure
  • Right to restrict processing
  • Right to data portability
  • Right to object
  • Rights in relating to automated decision making and profiling

11. Contact us

If you would like to exercise your rights in relation to your personal information, or you feel that something has gone wrong with your personal information, you can contact us in either of the following ways:

By email: data.protection@southtyneside.gov.uk

By telephone: 0191 424 6539

In writing:

South Tyneside Council
Information Governance
Town Hall and Civic Offices
South Shields
NE33 2RL

If you feel that the Council has not handled your information correctly you can contact the Information Commissioner's Office (ICO). 

The ICO is the Government's Independent Body responsible for overseeing data protection. In most cases the ICO will only review cases that have exhausted the Council's internal procedures.

The ICO's contact details are as follows: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF. More information can be found on the ICO's website at www.ico.org.uk.

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