Hampshire Futures careers and employability service – Privacy Notice

Why we collect this information

Hampshire County Council is the organisation responsible for processing your information (the Data Controller). Our ‘Hampshire Futures’ Careers and Employability Service collects and uses information from your pupils and your school in order to help young people in your school to maximise their progression opportunities.

We collect information about your child, you as their parent/carer, alongside details around their school/academy/college or employer. We hold this personal data and wider information securely and use it to deliver this sold service to:

  • provide face-to-face careers advice; deliver group sessions covering areas such as decision making, Post-14, 16 and 18 choices, employability and apprenticeships
  • supply work related learning and enterprise activities
  • arrange work experience placements; provide support to education providers for developing and improving careers education programmes
  • provide support to education providers for gaining the Quality in Careers Standard
  • offer professional development support for school/college based careers staff; provide input at parents evenings, results days and other events
  • provide access to online careers resources
  • produce post-16 destination reporting
  • create tailored NEET (Not in Employment, Education or Training) prevention programmes to meet the needs of individuals or groups who are at risk of disengaging or becoming NEET
  • ensure compliance with our obligations under the accuracy principle of the General Data Protection Regulation (Article (5)(1)(d)), making sure our records about you and your family are up to date

CAPITA plc is a data processor for this information acting on our instructions for the purpose of delivering a contract to the County Council around the hosting and supporting of the CAPITA One system, which the County Council uses to store the information provided to us, as identified under this privacy notice. This includes accessing the CAPITA One system to fix any technical issues to ensure the system is fit for use.

The following sections provide further detail around the information we process setting out what allows us to do this (lawful basis), who we may share it with, how long we keep it for (the retention period), alongside identifying any rights you may have and who to contact if you think we are not handling your information in the right way.

The categories of information that we collect, hold and share

The following personal and special category information is processed:

  • your pupil’s personal information (name, address, date of birth)
  • information about your pupil’s characteristics (such as gender, ethnicity, SEN status, looked after status)
  • your staff’s personal information (name and address, contact number, email address)
  • your pupils guidance notes and action plans (such as content including career choice and exam results)
  • your pupil’s destination data (such as name of establishment, Apprenticeship/Traineeship provider, course name and level)

The lawful basis on which we process this information

We collect and use the information ensuring that we comply with the General Data Protection Regulation (GDPR) requirements for processing through:

  • Article 6(1)(a) Consent - the individual has given clear consent for you to process their personal data for a specific purpose
  • Article 9(2)(a) – Explicit consent of the data subject, unless reliance on consent is prohibited by EU or Member State law
  • Sch.1, Pt.4, 1 - Appropriate policy document and additional safeguards condition, for processing under the Data Protection Act 2018.

Please note that no automated decision making (decisions taken without a person involved) occurs for any parts of these activities controlled by the County Council. The County Council does not use profiling as part of the service.

Storing and securing data

The information provided to us will be held within the County Council’s CAPITA One system. The information held within CAPITA One will be kept in line with our retention schedule and then disposed of as appropriate. The County Council’s CAPITA One system is hosted by CAPITA plc in secure data centres based in the UK. No information leaves the European Economic Area (EEA) and the information is encrypted when in transit between County Council users of the system and the data centre the information is hosted within.

Forms sent electronically (paper forms will be scanned to create an electronic record) will be stored within the County Council’s Document Management System (DMS), with any paper versions being destroyed. The file will be linked to the record created in CAPITA One by the use of a reference identifier. The information held within the County Council’s DMS will be kept in line with our retention schedule and then deleted as appropriate. The County Council’s DMS is hosted by the County Council in secure UK based data centres, which are on site. No information leaves the European Economic Area (EEA).

The County Council takes its data security responsibilities seriously and has policies and procedures in place to ensure the personal data held is:

  • prevented from being accidentally or deliberately compromised
  • accessed, altered, disclosed or deleted only by those authorised to do so
  • accurate and complete in relation to why we are processing it
  • continually accessible and usable with daily backups
  • protected by levels of security ‘appropriate’ to the risks presented by our processing

The County Council also ensures its IT Department is certified to the internationally recognised standard for information security management, ISO27001.

Who we share your information with

We do not share information with anyone unless there is a lawful basis that allows us to do so.

Depending on the individual circumstances of each situation, we may have to share this information with other teams within the County Council to fulfil other duties and powers to support our work. These might include our Children Missing Education (for ensuring the provision of full time education); Virtual School (for support of children looked after); and/or Social Care teams (supporting welfare, safeguarding and corporate parent functions). We may also share information through the County Council’s role in the Hampshire Safeguarding Children Partnership (HSCP) to comply with their statutory duties.

Requesting access to your personal data and your rights

Under data protection legislation, individuals have the right to request access to information about them that we hold. To make a request for your personal information, or someone you have responsibility for, please contact the Children’s Services Department’s Subject Access Request (SAR) Team.

You also have the right to: prevent processing for the purpose of direct marketing; object to decisions being taken by solely automated means; in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and claim compensation for damages caused by a breach of the Data Protection regulations.

Further information

The above information is the specific privacy notice for this service. For more information about your rights in relation to your personal data, see the County Council’s general privacy notice.

You have some legal rights in respect of the personal information we collect from you. See our Data Protection page for further details.

You can contact the County Council’s Data Protection Officer by email [email protected].

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office.