PN050 - Children Missing in Education Privacy Notice

Torfaen County Borough Council is committed to protecting your privacy when you use our services. This Privacy Notice is designed to give you information about the data we hold about you, how we use it, your rights in relation to it and the safeguards in place to protect it.

TCBC Service Area: Education Service
Work area: Education Welfare Service
Contact Details: Vicky Cambridge - 01495 766965
Privacy Notice Name: Children missing in education

Data Controller: Torfaen County Borough Council, c/o Civic Centre, Pontypool, NP4 6YB

If you wish to raise a concern about the handling of your personal data, please contact the Data Protection Officer using the details below;

Data Protection Officer: Susan Bullock - 01633 647467 - Email: dpa@torfaen.gov.uk

Who provides your data to the Council?

We receive personal information indirectly from the School

How does the Council collect this information?

An Information management system and a referral form from the school.

What information does the Council collect about you?

The Education Welfare Service collects;

  • Name of Pupil/s
  • Pupil UPN
  • Male/Female
  • DoB
  • National curriculum year
  • Is the child looked after
  • Is the child on the child protection register
  • Name of parents/primary carer
  • Address, telephone number of parent/guardians
  • Name of any siblings

Why does the Council process your personal data?

Under Article 6 of the UK General Data Protection Regulation (GDPR), the lawful basis we rely on for processing this information is:

(b) We need it to perform a public task.

Special categories of personal data

We do not collect any special category or criminal data.

Who has access to your data?

Your data is shared internally only with the appropriate staff where it is necessary for the performance of their roles.

Your data may also be shared externally with organisations to be able to locate the child missing from education. These may include, but not be limited to:

  • Police
  • Other Local Authorities
  • Social Services

Apart from where previously stated, we do not pass your details to third parties unless we are lawfully required do so.

Is the Data transferred out of the UK?

We do not routinely transfer data outside of the UK, however, on occasion we may contact schools abroad to confirm if the child is there. We do not store any data outside the UK

How does the Council keep your data secure?

The Council has internal policies in place to ensure the data it processes is not lost, accidentally destroyed, misused or disclosed. Access to this data is restricted in accordance with the Council’s internal policies and in compliance with the UK GDPR.

Data will be stored securely in;

  • Secure network

Where the Council engages third parties to process personal data on its behalf, they do so on the basis of written instructions. These third parties are also under a duty of confidentiality and are obliged to implement appropriate measures to ensure the security of data.

How long does the Council keep your data?

The Council will hold your personal data only for the period that is necessary and will follow organisational and Local Authority standards in this area. At the end of the retention period the Council will securely destroy or dispose of the data in line with retention schedules.

  • We will keep your information in line with our Local Authority retention schedules. Birth + 25 years

Are we making automated decisions/profiling with your data?

No

Your rights

You have a number of Rights you can exercise:

  • Access - to obtain a copy of your data on request
  • Rectification – to require the Council to change incorrect or incomplete data
  • Object, Restrict or Delete - under certain circumstances you can require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
  • Data portability – to receive and/or transmit data provided to the Council to other organisations (this applies in limited circumstances))
  • Withdraw your consent at any time (where consent has been given)
  • To know the consequences of failing to provide data to the Council
  • To know the existence of any Automated Decision-making, including profiling, and the consequences of this for you.
  • To lodge a complaint with a supervisory authority (Information Commissioners Office)

If you would like to exercise any of these rights, please contact (Vicky Cambridge, Torfaen County Borough Council, Civic Centre. Pontypool. NP4 6YB – vicky.cambridge@torfaen.gov.uk

The Information Commissioner can be contacted at: The Information Commissioner’s Office (Wales), 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH. Telephone 0330 414 6421 or e-mail Wales@ico.org.uk

Last Modified: 30/08/2022 Back to top