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Portsmouth City Council is a registered Data Controller (Registration Number Z5578313) and tries to meet the highest standards when collecting and using personal information in accordance with data protection law. This privacy notice tells you about how Portsmouth City Council collects and uses personal information in relation to pupils educated at home.
We collect and use personal information relating to children and young people educated at home, in order to comply our statutory obligations and so we can support teaching, learning, monitor progress and provide pastoral care.
The categories of child and young person’s information that we process include:
We use child and young person’s information to:
Under the General Data Protection Regulation (GDPR), the legal bases we rely on for processing personal and special category information for the above purposes are:
In addition, we collect information on children and young people in order to comply with the obligations placed on us by the Department for Education (DfE) i.e. for the purpose of statutory data collections, as outlined under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
Further information on the statutory data collections we are required to participate in, and their legal basis can be found on the GOV.UK site.
Portsmouth City Council uses personal information relating to elective home education in order to comply with the Council’s responsibilities and statutory obligations for Education. These include the Council’s duties under the Education Act 1996 and Education and Inspections Act 2006 to make enquiries of children’s education who are of compulsory school age, to establish the identities, so far as it is possible to do so, of children in the Portsmouth area who are not receiving a suitable education and to intervene if it appears that parents are not providing a suitable education.
Portsmouth City Council uses personal information relating to elective home education in order to comply with the Council’s responsibilities and statutory obligations under the Education Act 2002 and Children’s Act 2004 to safeguard and promote the welfare of children in the Local Authority area.
We routinely share child and young person’s information where relevant with:
We do not share information about our children or young people with anyone without consent unless the law and our policies allow us to do so.
The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children and young people with the Department for Education (DfE) for the purpose of those data collections. Information on Post-16 education of all students, including those educated at home is shared with DfE. Information on home educated students is also shared with DfE via the National Client Caseload Information System (NCCIS) platform.
All data is transferred securely and held by DfE under a combination of software and hardware controls which meet the current government security policy framework.
For more information, please see the ‘How Government uses your data’ section.
We collect child and young person’s information via secure file transfer systems including those used between schools, local authorities and partner organisations. Information is also obtained via online or hard copy application / data collection forms.
Child and young person’s information is essential for the council’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain personal information to us or if you have a choice in this.
We hold personal data on secure systems and premises, and retain it for no longer than necessary. All of our staff undertake mandatory information security and data protection training and understand their obligations with regard to data handling. Access to systems, networks and premises are strictly controlled. All technology is regularly tested and patched to ensure the highest possible level of security.
For more information on our records retention schedule, please view the corporate retention schedule.
Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact:
Data Protection Officer
Portsmouth City Council
Civic Offices,
Portsmouth,
PO1 2AL
Email: dataprotection@portsmouthcc.gov.uk
Tel. 023 9282 2251
You also have the right to:
If you have a concern or complaint 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 at https://ico.org.uk/concerns/
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting
Data Protection Officer
Portsmouth City Council
Civic Offices,
Portsmouth,
PO1 2AL
Email: dataprotection@portsmouthcc.gov.uk
Tel. 023 9282 2251