Right to be informed
For use in schools and Children's Services
Data protection legislation sets out what individuals have a right to be informed about when organisations, such as schools and the County Council, collect and use their personal data.
Amongst other things organisations must tell people why they collect their data, who they share it with and how long they keep it for. Providing people with this information is a key element of the principle of transparency and can also help to build trust with individuals.
- Purpose of privacy notices (previously called fair processing notices)
The privacy notice is what is used to provide this information to the individual (the data subject), or their representative (such as a parent), when their information is processed.
A privacy notice is issued to individuals (staff, young people and their families) when personal and/or special category information is processed (collected, stored, used or shared) in order to meet the requirements of the General Data Protection Regulation (GDPR) and the Data Protection Act (2018).
- Children's Services privacy notices
The Children’s Services Department has developed privacy notices for our various services to ensure that individuals are informed about what we are doing with their information. All of the department’s privacy notices can be accessed via the lists below, broken down by the service area they are supporting:
Children's social care services
- Social Care Services Privacy Notice Booklet for Young People and Parents/Carers
- Social Care Services (CLA) Privacy Notice
- Social Care Services (CiN) Privacy Notice
- Residential Services
- Fostering (Modular File) Privacy Notice
- Fostering (Potential Foster Carer) Privacy Notice
- Fostering (Foster Carer) Privacy Notice
- Child Missing from Care (Professionals) Privacy Notice
- Hampshire Youth Offending Team (HYOT) Privacy Notice
- Supporting Families Programme and Early Help
- Hampshire Safeguarding Children Board (Partners) Privacy Notice
- Child and Adolescent Mental Health Services (CAMHS) Collaboration Project Privacy Notice
Education and inclusion services
- Elective Home Educated (Parent/Carer) Privacy Notice
- Education Inclusion Service - Exclusions (Parent/Carer) Privacy Notice
- Leigh House Privacy Notice
- Virtual School Privacy Notice
- EMTAS (Parent/Carer) Privacy Notice
- Hampshire Music Service (Instrument Hire) Privacy Notice
- Hampshire Music Service (Ensembles) Privacy Notice
- SEN Service (Parents) Privacy Notice
- SEN Service (Partners) Privacy Notice
- Support (SENDIAS) Service – Privacy Notice
- Hampshire and Isle of Wight Educational Psychology Service (HIEPS) Privacy Notice
- Skills and Participation Apprenticeships (Provider) Privacy Notice
- Skills and Participation Apprenticeships EoI Privacy Notice
- Skills and Participation CES (Schools) Privacy Notice
- Skills and Participation NEET (Data Subject) Privacy Notice
- Skills and Participation Outdoor Ed PE and DofE Service (Schools) Privacy Notice
- Skills and Participation Apprenticeships (Apprentices) Privacy Notice
- Hampshire School Staff Absence Scheme
- Specialist Teacher Advisory Service (STAS) Privacy Notice
Access, Resources and Business Development Teams
- Admissions Privacy Notice
- Child Missing Education (CME) Privacy Notice
- Home to School Transport (Privilege Transport) Privacy Notice
- Home to School Transport (Emergency Contact Card) Privacy Notice
- Home to School Transport (Early Years/Further Education/Post 16 School Transport Application) Privacy Notice
- Home to School Transport (Travel Expense Reclaim Form) Privacy Notice
- Home to School Transport (Parental Claims) Privacy Notice
- Home to School Transport (Form B Authorised Driver Application) Privacy Notice
- Home to School Transport Post 16 Exemption Form Privacy Notice
- Home to School Transport Application for Discretionary Assistance Privacy Notice
- Home to School Transport OLA Recharge Agreement Privacy Notice
- Home to School Transport Wheelchair Information Form
- Epilepsy Seizures Form Privacy Notice
- Complaints Service Privacy Notice
- Data Protection – Potential Data Incidents Privacy Notice
- SfYC - EYFSP Moderation (Parents) Privacy Notice
- Services for Young Children (SfYC) Inclusion Team – Including Portage - (Parents) Privacy Notice
- SfYC - Early Support (Parents) Privacy Notice
- SfYC - EYE and Funding (Provider) Privacy Notice
- SfYC - EYE and Funding (Parents) Privacy Notice
- SfYC - Vulnerable Children Survey
- Subject Access Requests (SARs) Privacy Notice
- Short Breaks Gateway Cards Privacy Notice
- Alternative Provision (AP) Census
We also document all the applicable information under Article 30(1) of the GDPR, which can be seen for children’s services through our data-mapping exercise. We also conduct regular reviews of the personal data we process and update our documentation accordingly.
For further information please contact the Children’s Services Data Protection lead by email email@example.com
For further information on how the wider County Council handles personal information, your data rights, how to raise a concern about the way we are processing your information and the contact details for the County Council’s Data Protection Officer, please see our General Privacy Notice.
- Privacy notice templates
Schools are their own data controller in the eyes of the law. They develop their own policies and documentation to comply with the Data Protection Act. The templates support schools to develop their own privacy notices. Schools need to be aware of the information they collect and wish to share or use about staff, children and their parents outside of the normal reasons for collection, for example:
- emailing electronic school newsletters
- sharing contact details of parents within a class, for example help to arrange birthday parties for younger pupils
- sharing with parent teacher groups to help arrange unofficial school events, such as discos and fundraising activities
- sharing across the Local Children’s Partnership for more vulnerable children
- sharing across a school consortia
- sharing contact details for governors
There are statutory requirements for schools to exchange information about staff, parents and children, such as through:
- school workforce census
- pupil level censuses
- school travel surveys, forces children census etc
- Youth Service (was Connexions service) data exchange (in year 8)
- information exchanged when moving between schools
- exam entries and results
These are apart from the standard reasons mentioned in Data Protection legislation of:
- protecting vulnerable individuals
- the prevention and detection of crime
- articles in newsletters
- school web pages
- notices in the reception area
Many schools used to send out fair processing notices at the start of each academic year. These often linked to an annual data collection to ensure that the information held about pupils is correct. Schools can do the same with privacy notices if they wish.
At the age of 13, children are assumed, for most purposes, to have rights over their own information. They need to be aware of privacy notices and their rights to see their own record.
Schools may personalise the Example Privacy Notices to their own requirements.
The text in the outline privacy notice for parents/pupils that relates to the work of the Integrated Youth Service and the Learning Records Service is only necessary for secondary schools.
As well as the privacy notice, schools also need to ensure they meet any requirements placed on them by the GDPR about documenting their processing activities.
For more information please see the ICO’s website.