From 28 April 2021, this privacy notice is applicable to all companies under The Complete Education Solution (TCES).
We will update this Privacy Notice from as and when it is needed. When we do change the notice, we will update our website.
We ensure that we use your data in accordance with all applicable laws concerning the protection of personal data. This policy covers:
- Collection and use of data.
- Type of data we collect.
- How we manage your personal data — accuracy, protection and storage.
- Young people and education.
- Recruitment / employment.
If you have any questions or concerns about this privacy notice or how we process your information, or if you want to make a complaint about a possible data breach, please contact:
The Data Protection Officer, TCES, Park House, 8 Lombard Road, Wimbledon, SW19 3TZ
If you are dissatisfied with the response from TCES you can contact the UK Information Commissioners’ Office: ico.org.uk
1. Collection and use of personal data
Personal data is any data that identifies you, or which can be identified as relating to you personally. You may be asked to provide your personal information anytime you are in contact with TCES.
You are not required to provide the personal information that we may request, but, if you chose not to do so, in many cases we will not be able to provide you with our services or respond to any queries you may have.
2. Type of personal data we collect
When you contact us and depending on your association with TCES services, we may collect a variety of information, including:
- Date of birth
- Telephone number
- Email address
- Financial information
- National Insurance number
- Passport details, residency status and nationality
- Marital status
- Racial or ethnic origin.
For referrals from third party organisations (children and young people placed in our services), they will provide us with a variety of information, including medical/educational history.
3. How we store your personal information
The personal information we collect is stored in a variety of paper and electronic forms. Regardless, we have appropriate and adequate technical and administrative processes in place to make sure that all your information is kept secure.
4. Protection of your personal information
TCES takes the security of your personal information very seriously. To make sure your personal information is protected, we have a series of technical and administrative measures in place. Access is limited only to those of our employees who need to access it to provide services to you.
All members of staff are required to undertake regular data protection training and our privacy and security guidelines are communicated to all TCES employees. These privacy safeguards are monitored and strictly enforced. We send any information that we need to share with any third parties either as a legal requirement or through an anonymised process securely.
5. How we use your personal information
We collect personal information about you, store your record in our supporter database and use it for administration, communication, and marketing purposes.
We also use it to help us develop, operate, deliver, and improve the quality of the services we provide or, more generally, the type of services that we offer. From time to time, we may use your personal information to send important updates / notices to you.
We may also use personal information for internal purposes such as auditing, data analysis, and research to improve our services and our communication with you.
If you don’t want to be contacted by us after you are no longer using our services, you can opt out anytime by letting us know.
We will not sell, share or give information to third parties for marketing purposes.
6. Accuracy and retention of personal information
TCES makes it easy for you to keep your personal information accurate, complete, and up to date. If any of your information changes, please let us know so that we can update our records.
We are legally required to hold certain information about you for a set period of time. All personal information will be deleted or securely destroyed at the appropriate time and we will not keep your personal information for longer than is required or permitted by law.
7. Young people and education
We understand the importance of taking extra precautions to protect the privacy and safety of the children and young people under our care. The young person information that we collect, hold and share may include:
- Personal information (such as name, unique pupil number and address)
- Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
- Attendance information (such as school / service attendance, number of absences and absence reasons)
- We use the young person information to comply with the law regarding data sharing for the following:
- To support pupil learning.
- To monitor and report on pupil progress.
- To provide appropriate pastoral care.
- To assess the quality of our services.
Collecting pupil information
Whilst the majority of young person information provided to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the law, we will inform you whether you are required to provide certain young person information to us or if you have a choice in this.
Storing and sharing pupil data
All young person information will be held on the same basis as other information outlined in this Privacy Notice.
We routinely share pupil information with:
- Schools and colleges that the pupils attend after leaving TCES services
- local authorities
- the Department for Education (DfE)
We do not share information about the young people in our care with anyone without consent unless the law and our internal policies allow us to do so.
We share young people’s data with the DfE on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.
To find out more about the data collection requirements placed on us by the DfE (for example: via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
8. Recruitment and employees
During your employment/engagement with the TCES, it is routine for us to collect, process and store personal information about you.
In addition to the data mentioned in point 2 above, the personal information will include:
- Personal information such as name, gender, date of birth, next of kin, job title, contact details, and emergency contact details.
- Identification information such as photographs, passport and/or driving licence details, etc.
- Pay and financial information such as salary, benefits (including pensions), bank account details, card details, timesheets, National Insurance numbers, etc.
- Recruitment and professional information such as application forms, CVs, academic and training-related information, records/results of any pre-employment checks references, criminal record checks and DBS checks.
- Right to work documentation such as proof of eligibility to work in the UK and obtaining and maintenance of any necessary professional consents or licences.
- We also handle the following special categories of sensitive personal information for equal opportunities monitoring such as gender, race, ethnic origin etc.
How and why will we use employee personal information.
We process personal data relating to those who apply for job vacancies with us or who send speculative job applications to us. We do this for employment purposes, to assist us in the selection of candidates for employment, and to assist in the running of the business. The personal data may include identifiers such as name, date of birth, personal characteristics such as gender, qualifications, and previous employment history.
We will not share any identifiable information about you with third parties without your consent unless the law allows or requires us to do so. The personal data provided during an application process will be retained for a period of at least six months or, if required by law, for as long as is required.
This privacy notice does not form part of an employment offer or contract between us. If we make an employment offer to you, we will provide further information about our handling of your personal information in an employment context separately.In most cases, we will use your personal information to perform your contract, to comply with our legal obligations as your employer or where we need to in order to further TCES’s legitimate business interests.
We obtain information either directly from you or sometimes from third parties such as employment agencies, your former employers, immigration consultants, the Disclosure and Barring Service and other background check agencies.
In rare cases, we may need to use your personal information to protect your (or someone else’s) best interest or if it is in the public interest for us to do so. The situations in which we will use your personal information include:
- recruitment and selection.
- salary, pensions, insurance and benefits administration (including pensions);
- HR, business management and planning purposes.
- carrying out appraisals, handling disciplinary and grievance matters, performance management, career planning, training, promotion, secondments, etc.
- managing disability, sickness or other types of leave, e.g. maternity leave.
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