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ICT Development (schools) service
Privacy notice

Last updated: 17 July 2018

The following privacy notice applies to Warwickshire County Council’s ICT Development Service – part of Warwickshire Education Services (WES) delivering technology, training and support to schools. It will explain how we use your personal data that we collect from your school, and should be read in addition to the council’s overall Customer Privacy Notice.

Purpose for processing

Information exchanged between Schools and the ICT Development Service will be used for a variety of functions to support the learning and welfare of children, particularly in relation to the vulnerable children’s agenda. The majority of personal data is exchanged routinely between Schools and the ICT Development Service using the Systems Interoperability Framework (SIF). This is a mature international standard for transporting data between educational systems and applications.

A client software (Groupcall Xporter) is installed on the SIMS server and ‘jobs’ are scheduled to run overnight to extract appropriate data. Schools will subscribe to exchanges of data appropriate to their own administrative and business processes and those of the Local Authority. The frequency of data exchange will be dependent upon the business needs of both the School and the Local Authority.

For example, data required for user provisioning e.g. email accounts, will be shared on a daily basis whereas data required by the Local Authority to support CME regulations e.g. new starters and leavers, will be shared on a weekly basis. Individual staff and learner email accounts are recorded and maintained within our Enterprise AD in order for contracted services to be delivered to schools and for general communication purposes.

Personal information collected and lawful basis

What Pupil data do we collect? The following categories of data are collected for students:

  • Personal details – Full Name (legal and chosen)
  • Date of Birth
  • Gender
  • Home Address;
  • Contact number and email
  • Ethnicity
  • First Language
  •  SEND status and need Personal reference numbers – Unique Pupil Number (UPN) and Unique Learner Number (ULN)
  • Family details – Parent/guardian name, address, contact details, relationship to student
  • Lifestyle and social circumstances
  • Free School Meal status
  •  Child Looked After
  • School Attendance
  • School Exclusions

What Staff data do we collect? The following categories of data are collected for school workforce personnel:

  • Personal details – Full Name (legal and chosen)
  • Date of Birth
  • Gender
  • Work email
  • Personal reference number
  •  National Insurance (NI) number
  • Computer IP Address
  • Employment details – Name of workplace; Role; Workforce Contract; Absence (period, reason)

Lawful basis - the legal bases for processing this personal information are:

  • Contract for the supply of services
  • Tasks carried out in the public interest or in the exercise of official authority
  • Where we process some sensitive (special category) information, such as SEND status and ethnicity

Our legal bases for processing are:

  • Necessary for obligations under employment or social protection
  • Substantial public interest on basis of UK law
  • Substantial public interest for health
Who we may share your information with

In order to provide schools with contracted services, we work with partner suppliers and are required to share personal student and/or staff data. ICT Development Service will also share data internally within Warwickshire County Council to support the education and welfare of children.

Warwickshire Local Authority Pupil data is shared internally within WCC to support the learning and welfare of children, particularly in relation to the vulnerable children’s agenda.

We share data with:

  • Specialist Teaching Service (STS)
  • Attendance, Compliance and Enforcement (ACE)
  • Children Missing Education
  • Priority Families
  • Admissions Service
  • Warwickshire Youth Justice Service (WYJS)

Staff absence data is shared internally within Warwickshire Local Authority for HR and Payroll services. Staff contact data is shared with corporate ICT for use in Supportworks service desk system.

Third Party Suppliers In order to provide contracted services to your school, we share personal information that you have given to us or that we have collected about your pupils and staff.

Information is routinely shared with:

  • Microsoft Office365 (WeLearn365)
  • 2Simple
  • Purple Mash
  • Redstor
  • daily backup
  • Future Digital
  • Digital Safeguarding/Monitoring Groupcall
  • Xporter client for extraction of SIMS data
  • Just2Easy
  • J2E Capita SIMS
  • service desk call escalation

Staff contact information is shared with other third parties delivering procurement/installation services to schools. These include:

  • CDEC audio visual #
  • Stone laptops and PCs
  • J&B Electrical Khipu Wireless
How long we will hold your information

Retention periods vary depending on service and/or contract need. The majority of pupil and staff data is held in our secure SQL database for the duration of your subscription contract; usually 12 months. However, data held within our Enterprise AD will be retained until the pupil or member of staff leaves your school.

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention.

Your information rights

Further information rights will depend on our lawful basis for processing your data.

To contact us in relation to your possible rights for rectification, erasure and portability of your personal information, or to restrict or object to the processing your personal information please contact us by email

See our overall privacy notice for further contact details and if you have a complaint about your information rights.

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