Participation and Lifelong Learning – Secure and Specialist Education and Future You

Privacy Notice

Why do we collect and use this information?

Hampshire County Council is the organisation responsible for processing your or your child’s information (the Data Controller). We provide Secure and Specialist Education with Hospital settings, education provision within children’s homes and bespoke tuition Provision. To do this we collect and use information from your school or academy to provide a personalised education timetable based on your or your child’s needs. Our Future You Service provides education with a personalised timetable based on any potential reintegration needs you or your child may have.

The County Council processes your or your child’s personal data for the following purposes:

  • to ensure the service are aware of all relevant background information regarding your education including obtaining previous exam results;
  • to deliver a suitable curriculum package based on your needs;
  • to provide a personalised education timetable based on your needs;
  • provide information to your school or academy regarding any potential reintegration needs you may have;
  • provide an update on your progress to the agency that referred you which may be your school or academy;
  • to keep a record of the work you have completed throughout the provision;

The categories of information that we collect, hold and share

The following personal and special category information is processed:

  • your personal data such as name, date of birth
  • your special category data such as your ethnicity and any relevant health information relevant to providing your education.
  • your education requirements and previous academic records such as previous exam results.
  • any ongoing risks assessments or safeguarding concerns the service should me made aware of.

The lawful basis on which we use this information

We collect and use the information ensuring that we comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018 (DPA2018) requirements for processing through:

  • Article 6(1)(e) – the processing is necessary to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law
  • Article 9(2) (g) – Necessary for reasons of substantial public interest on the basis of Union or Member State law which is proportionate to the aim pursued and which contains appropriate safeguarding measures; and
  • Sch.1, Pt.2, 6 – Substantial public interest conditions, for processing under the DPA2018

These articles under the UK GDPR and the DPA2018 are supported by the following specific legislation which establish our statutory duty to provide suitable Educational provision:

  • Section 19 of the Education Act 1996 (as amended by Section 3 of the Children, Schools and Families Act 2010)
  • Section 10 of the Children Act 2004;
  • Equality Act 2010, Chapter 6;
  • Sections 10,12 and 68 Education and Skills Act 2008;
  • Section 1, Localism Act 2011.

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 School Base system. The information held will be kept in line with our retention schedule and then disposed of as appropriate. The School Base system is hosted by Furlong Solutions 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.

Furlong Solutions 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 School Base system. This includes accessing the School Base system to fix any technical issues to ensure the system is fit for use. Hampshire County Council will be the Data Controller for any information they put into the School Base system.

East Sussex County Council currently hold a contract for the IT provision and wifi with the secure educational establishments. In order to provide this they will have access to your name and any work that has been completed. East Sussex are a data processor on behalf of Hampshire County Council. 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.

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; and
  • 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 do we share information with?

We do not share information with anyone unless there is a lawful basis that allows us to do so. Your information will be routinely shared with the agencies that have referred you to the service which may include the school or academy you were attending. This data sharing is in line with our statutory duties highlighted above.

Requesting access to your personal data and your rights

  • request access to your records;
  • 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.