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Education and Families takes your privacy seriously. Under the Data Protection Act 2018, you have a right to know how we collect, use and share your personal data.
The information below provides a general description of the kinds of personal data we collect to ensure that we are better able to provide the services needed to support our children, young people and their families. It also outlines how we might use and share this information with other organisations to help us do this.
What does the law say?
Data Protection law sets out the legal basis for processing personal data. For Education and Families these are:
- Contract - the processing is necessary for a contract e.g. school trips
- Legal obligation - the processing is necessary for us to meet with law.
- Public task - the processing is necessary to perform a task in the public interest or for official functions, and the task or function has a clear basis in law.
The main laws applicable to Education and Families are:
- Education (Scotland) Act 1980
- Standards in Scotland’s Schools etc. Act 2000
- Education Records Act 2003
- Education (Scotland) Act 2016
- Equality Act 2010
- Children (Scotland) Act 1995
Consent - in limited circumstances, for instance relating to taking pictures for promotional purposes, Education and Families may rely on an individual consent to process personal data. Where relying on consent you have the right to withdraw this consent at any time.
Some personal data is classified as Special Category or sensitive. Education and Families will have a requirement to process some types of Special Category Data and in particular:
- Protected characteristics such as age and religion.
- Health information for pupil assistance and absence monitoring.
- Behavioural information.
How do we collect, use and share your personal data?
What kinds of personal data do we collect?
We will only collect the personal data need to provides our services. This might include:
- your name
- your address
- your date of birth
- personal characteristics such as gender and ethnic group, qualifications and/or training
- health or absence information
Where relevant and when applying for a school place you'll be asked to give additional information such as:
- council tax evidence and number
- a mortgage statement or rental agreement with an end date
- a landlord registration number
- birth certificate
- child benefit
- utility statements
- other catchment evidence
How do we collect your personal data?
We collect your personal data in many ways. You might give us your personal data directly by completing a form on the Council website or by contacting a Council officer in person, in writing or over the phone.
We might also receive your personal data from other agencies or local authorities. If we share information regularly with another organisation, the conditions for sharing your personal data are set out in an Information Sharing Agreement
How do we use your personal data?
Your personal data may be used so that Education Services can deliver its main functions. These functions include:
- Early learning and childcare
- Educational provision
- Health and Wellbeing provision
- Additional support needs
- Child welfare
- Adult learning
- Placing Requests
- School transport
- Child Protection
- Education Maintenance Allowance (EMA)
- School trips and excursions
Why would we share your personal data?
We might share your personal data to help deliver our services. This might be because another agency has been contracted to provide a service, or because responsibility for that service is shared across multiple agencies or authorities e.g. child protection or children’s health services.
Who might we share your personal data with?
We will only share your personal data if it is necessary to do so and the appropriate conditions have been met. In general, the external bodies with whom we share information might include:
- Other Local Authorities
- Central government or government agencies
- Regulatory bodies such as Education Scotland or the Care Commission
- NHS
- Police Scotland
- Charities and advice organisations / third sector partner organisations
- Strathclyde Partnership for Transport (SPT)
- National Entitlement Cards (NEC)
- Glow
Where information is shared with other organisations, or processed on our behalf, we will ensure adequate protection through sharing agreements that define security controls.
Education and Families will also make any disclosures required by law and may also share information with other bodies responsible for detecting and preventing fraud or auditing public funds.
How long do we keep your personal data?
Your personal data will be held in line with North Lanarkshire Council’s retention schedule, which sets out how long certain types of information will be held and what will happen at the end of this period.