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Privacy Notice - Data Protection Act 1998

Hampshire County Council is the data controller for the purposes of the Data Protection Act. We collect information from you through the use of on line Portals and we hold this personal data and use it to:

• Support teaching and learning;

• Monitor and report on progress;

• Provide appropriate pastoral care;

• Deliver our Social Care, Family Support and Safeguarding functions;

• Support our responsibilities for the provision of health and well being, including improving health and reducing inequalities;

• Develop Education, Health and Social Care (EHC) Plans;

• Administer the application for and allocation of school places;

• Administer the allocation of transport entitlements;

• Statistical forecasting and planning;

• Fulfil any statutory responsibilities, legislative duties, duty of care or conditions of grants or funding, including financial & sufficiency planning; and

• Assess how well early years, childcare or educational establishments or commissioned service providers are doing.

The information you provide is collected in forms set up in the individual portals and is transferred into the County Council’s Management Information and Case Management System (called the Capita ONE database) for processing by the relevant service. This information, depending on the activity or collection of data, could include yours or your child’s basic details (e.g. name, address, telephone number), date of birth, personal characteristics (such as gender, ethnicity, first language) and information about your child’s story (such as information about your child’s Early Years, what is your child like now, Friends and Relationships, Health and Wellbeing) to support the service being developed around or for the child. If you are contributing to writing your child’s EHC plan, your views as to what are the most important things for us to include about your child will also have the opportunity to be collected.

You will only have access to your own data that you have submitted to the portal. Individual access is through a sign in and password protected security procedure, which means no-one else can access your information.

How long will we hold the information for?

The information provider will be kept within our secure network and held for and disposed of in line with Hampshire County Council’s data retention policy.

If you want to see a copy of the information Hampshire County Council’s Children’s Services Department holds about you, or someone you have a legal responsibility for (e.g. parental responsibility), you are able to make a Subject Access Request (SAR) to the Children’s Services Department. Further information can be accessed via the following link: http://www3.hants.gov.uk/dataprotection/subject-access-request-info.htm

Data Sharing

We will not give information about you or the individuals you submit information about to anyone outside the County Council without consent unless the law allows us to. Access to and handling of personal data is permission controlled. Only County Council employees with the relevant and appropriate levels of permission to access and handle personal and sensitive data are provided access to Capita ONE.

Where we are required, by law, to share information We have commissioned arrangements in place where the local authority exchanges information with NHS Foundation Trusts in order for health colleagues to provide their statutory duties for children and young people.

We are also required, by law, to pass some information to the Department for Education (DfE). The DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows them to do so and it is in compliance with the Data Protection Act (1998).

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are based on a detailed assessment of who is requesting the data, the purpose for which it is required, the level and sensitivity of data requested and the arrangements in place to store and handle the data. To be granted access to pupil level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract

For information on which third party organisations (and for which project) data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received

If you need more information about how Hampshire County Council and/or DfE collect and use your information, please visit:

• For Hampshire County Council: http://www3.hants.gov.uk/education/schools/schoolsdataprotection.htm#section242880-3; or

• For the DfE: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

Service Specific Privacy Notices

The following links provide access to individual service privacy notices:

Services for Young Children – Children in Early Years Settings;

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