This notice explains what personal data (information) we hold about you, how we collect, how we use and how we may share information about you.
Rutland County Council (RCC) collects, uses and is responsible for personal data you provide to us. We are regulated under the General Data Protection Regulation (GDPR) and we are responsible as ‘controller’ of that personal information. Our Data Protection Officer is Sue Bingham.
The information you provide will help us support your family through the Elective Home Education (EHE) process. As your local authority (LA) we have a legal duty under sections 437 to 443 of the Education Act 1996 to ensure children are receiving a suitable education.
For more information on this service, visit: Education at Home
Information collected by us
During the registration process of elective home education we collect the following personal information:
- personal details (such as name, gender, age, date of birth, address, contact details, nationality, language)
- special category characteristics (such as special educational needs)
- educational history (such as schools previously attended and attendance)
- other professional involvement (Early Help, Social Care, SEN)
- EHE History (communication with families, visit reports and evidence of suitable education)
We will not collect any personal data that we do not need in order to provide this service and as far as is reasonable and practicable, will ensure that the information recorded is accurate and kept up to date.
We may also obtain personal information from other sources including personal details, characteristics, educational history and professional involvement, from previously attended schools, other local authorities, and other county council departments.
How we use your personal information
We use your personal information to:
- maintain a record of children in Rutland who are known to be home educated
- provide advice and guidance to home educating families
- inform families how to access services and facilities from other agencies that would otherwise be delivered via a school setting
- provide advice and support to families who request assistance with returning children to school or identifying a school place
- make arrangements to establish the identities of children who are not registered at a school and are not receiving a suitable education otherwise
Who do we share your personal information with?
We share your personal information with:
- teams within RCC to improve outcomes for children and young people
- commissioned providers of local authority services (such as education service)
- schools when a school place is required at the request of the parent or when a suitable education is not being provided and a school needs to be identified for the purpose of a School Attendance Order
- post-16 education and training providers
- partner organisations which may include NHS (to facilitate immunisation programmes for the health and wellbeing of your child), health visitors, midwives, police, doctors and mental health workers
- Department for Education, and other government departments, as required.
We will only share information when it is necessary to do so and in accordance with the law.
How long do we keep your personal information for?
We will hold your personal information securely and retain it from the child /young person’s date of birth until they reach the age of 25, after which the information is archived or securely destroyed in line with RCC’s retention guidelines.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
You have a number of rights which relate to your personal data.
You are entitled to request access to any personal data we hold about you and you can also request a copy.
Where we are relying on your consent to process personal data you are entitled to withdraw your consent at any time.
You can also request that we correct any personal data we hold about you that you believe is inaccurate; request that we erase your personal data; request that we stop processing all or some of it and request that automated decisions are made by a person.
We are obliged to consider and respond to any such request within one calendar month.
Under GDPR you have rights which you can exercise free of charge which allow you to:
- know what we are doing with your information and why we are doing it
- ask to see what information we hold about you (subject access request)
- ask us to correct any mistakes in the information we hold about you
- object to direct marketing
- make a complaint to the Information Commissioners Office
- withdraw consent at any time (if applicable)
Depending on our reason for using your information you may also be entitled to:
- ask us to delete information we hold about you
- have your information transferred electronically to yourself or to another organisation
- object to decisions being made that significantly affect you
- object to how we are using your information
- stop us using your information in certain ways
We will always seek to comply with your request however we may be required to hold or use your information to comply with legal duties. Please note, your request may delay or prevent us delivering a service to you.
If you wish to make a request or make a complaint about how we have handled your personal data, contact the Data Protection Officer by emailing firstname.lastname@example.org
Alternatively, you can:
- email email@example.com
- call 01572 722 577
- write to The Data Protection Officer, Rutland County Council, Catmose, Oakham, Rutland LE15 6HP.
If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office.