As a traded service to schools, Knowsley Council’s Data Services provide support to schools with their statutory returns (i.e., School Census, School Workforce and Key Stage Attainment). Further support is provided to schools regarding quality assurance processes and attainment reporting.
What personal information is processed
The categories of personal level information that we process includes but is not limited to:
- Personal identifiers and contacts (such as name, unique pupil number, contact details and address etc.).
- Characteristics (such as ethnicity, language, and free school meal eligibility etc.).
- Safeguarding information (such as court orders and professional involvement etc.)..
- Special educational needs (including the needs and ranking etc.).
- Attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended etc.).
- Assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for, and any relevant results etc.).
- Behavioural information (such as exclusions and any relevant alternative provision placements put in place etc.).
- Personal information (such as name, employee or teacher number, national insurance number etc.).
- Characteristics information (such as gender, age, ethnic group etc.).
- Contract information (such as start date, hours worked, post, roles and salary information etc.).
- Work absence information (such as number of absences and reasons etc.).
- Qualifications and, where relevant, subjects taught.
Who will own your data
Knowsley Council.
Why we need your information
Your personal information will be processed by Knowsley Council in order that we can fulfil the following purposes:
- To allow us to complete and submit your data to the Department of Education which fulfils our statutory obligation as an authority.
- To enable us to carry out specific duties for which we are responsible (e.g., numbers on roll, attainment reporting etc.).
- To support the delivery of positive outcomes for children and families in Knowsley through the use of effective information technology and business intelligence.
We also use the personal information that we process as part of this traded service to support children, young people and their families to ensure that they can access education, and receive the support they require as well as lessen the risks and to identify need effectively.
The information you provide helps us to support you and/or your child and make sure that we meet our legal duties and responsibilities.
What allows us to use your information
In line with the UK General Data Protection Regulation (UK GDPR) the personal information that we process is done so in accordance with:
- Article 6(1)(d), which states that the processing of personal data is necessary to comply with a legal obligation;
- Article 6(1)(e), which states that the processing of personal data is necessary for the performance of a task that is carried out in the public interest.
- The Education Act 1944, 1996, 2002.
Any special category personal data (e.g., ethnicity, medical information, trades union membership etc.) is processed in line with Article 9(2)(g) of the UK GDPR, which states that processing is necessary for reasons of substantial public interest.
The associated lawful condition under the Data Protection Act 2108 for the processing of special category personal data is Schedule 1, Paragraph 6, statutory and government purposes.
The relevant legislation that allows us to use the lawful bases under the UK GDPR and the lawful condition under the Data Protection Act 2018 that are set out above includes, but is not limited to:
- The Education & Adoption Act 2016.
- The Education (Information About Individual Pupils) (England) Regulations 2013.
- The Education and Skills Act 2008.
- The Education (Pupil Registration) (England) Regulations 2006.
- Statutory Guidance for Local Authorities in England to Identify Children Not Receiving Education – February 2007).
- The Education and Inspections Act 2006.
- The Children Act 1989, 2004.
- The Childcare Act 2006.
- The Children & Families Act 2014.
- Local Safeguarding Children Boards Regulations 2006 (SI 2006/90).
- The Localism Act 2011.
- The Equality Act 2010.
- Section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Who will my information be shared with
We do not share personal information that we process as part of school’s statutory returns with anyone without permission unless the law and our policies allow us to do so. Organisations that we share personal data with includes, but is not restricted to, the following:
- The Department for Education and their agencies.
- Regional School Commissioner (RSC).
- Education providers including early years providers, and pre- and post-16 providers.
- Contractors providing education and IT services
- Pupil Referral Units.
- Multiagency Safeguarding Hub.
- Children's Social Care.
- Early Help services.
- Health agencies (e.g., NHS etc.).
- Other local authorities.
- Voluntary sector partners .
- Education & Skills Funding Agency and other funding bodies.
- Academy Trusts.
Submitting your information
The Department for Education collects personal data from educational settings and local authorities via various statutory data collections. We are required to share demographic and attainment information about our children and young people and individually named staff as part of our school workforce census with the Department for Education for the purpose of those data collections. The submission of such data is a statutory requirement on schools under Section 537A of the Education Act 1996. If schools do not provide this information they will be in breach of the statutory requirements.
How long we will keep your data and why
Following Department for Education guidance, School Workforce should be kept for 7 years. However, children and young people’s information is retained securely until, typically, the child’s 25th birthday For those children and young people with Special Educational Needs and/or Disabilities (SEN/D), personal data will, typically, be retained for 35 years from date of birth.
How your information will be stored
Your personal information is stored securely on database and document management systems with stringent access and use policies. We also undertake quality checks and monitoring to ensure the personal information we hold is accurate at the time and being used appropriately.
Automated decisions about you
Not applicable.
Will my data be transferred abroad and why?
Processors that we use may transfer, and hold, personal data outside of the UK. We will ensure that organisations who process personal data on our behalf only transfer data to countries that the UK deems as having adequate levels of protection in place. In the case of transfers to countries that are not deemed to have an adequate level of protection, we will ensure that organisations processing personal data on our behalf use the appropriate safeguards described in the UK GDPR.
What right you to your data
Under the UK GDOR you have the following rights with regards to your personal information:
- The right to object – you have the right to ask the Council to stop using your personal data or to stop sending you marketing information, or complain about how your data is used.
- The right to rectification – you have the right to ask the Council to correct or remove any inaccurate data that we hold about you.
- The right to seek redress, either through the ICO, or through the courts
- The right to erasure (right to be forgotten) you have the right to ask the Council to remove data that we hold about you.
- The right to restriction – you have the right to ask for your information to be restricted (locked down) on Council systems.
- The right to data portability – you have the right to ask for your data to be transferred back to you or to a new provider at your request.
- The right to prevent automated decision making – you have the right to ask the Council to stop using your data to make automated decisions about you or to stop profiling your behaviour. (where applicable).
To find out more about your rights under the /UK GDPR, please visit the Information Commissioner’s website.
More information
To ask questions about how it is used, please download a copy of our form and send it to:
Post
Data Protection Officer
Knowsley Council
Westmorland Road
Huyton
L36 9GL
Complaints
You can complain directly to the Council’s Data Protection Team.
Post
Data Protection Officer
Knowsley Council
Municipal Building
Archway Road
Huyton
Liverpool
L36 9YU
data.protection.officer@knowsley.gov.uk
Other complaints
You also have the right to complain to the Information Commissioner’s Office using the following details.
Post
The Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone
08456 30 60 60
or
01625 54 5745