Here at Wakefield Council, we take your privacy seriously and will only use your personal information for the purpose(s) listed in section 2 below.  This notice provides details of how the Council collects and uses information (data) about you.  

We will keep your information (data) secure at all times.

1.  Who we are?

a)  The Controller for the information we hold is Wakefield Council.  Wakefield Council use Shaw Trust and First Media to administer the e-prospectus on behalf of the council as data processors.

Contact details:
Telephone:  01924 306112
Email: dataprotection@wakefield.gov.uk

b)  The Council’s Data Protection Officer is the Corporate Information Governance Team Manager.  

Contact details:
Telephone: 01924 306112
Email:  dpo@wakefield.gov.uk

2. How we use your data:

The council needs to collect the following information about you.

Shaw Trust obtains your personal data from your education provider and you to provide the e-prospectus service on behalf of Wakefield Council:

This information may include Name, Date of Birth, Address, CCIS Number, UPN, ULN, Gender, School, Ethnicity, Phone Number, Email Address, Predicted Grades, Health and SEND Information, Support Required, Parent/Carer Name and Contact Details, Care Status, First Language, Date of Entry to UK, Intended Destination, Username & Log In Details, Course Choices, Application Details.

We use this information to 

•    Create your account to enable you to add additional information required to make post 16 applications for education and training opportunities.

•    Track the outcome of your applications to enable us to identify young people without an offer of learning to offer you support to move into education and training.

•    Report participation data to DfE to meet the requirements of the Education & Skills Act 2008.

•    Assisting you in the operation and use of the website,

•    Assisting your school/academy/college, teachers, Local Authority youth support services and the providers to which you apply in supporting you in relation to the website and your use of it,

•    To notify you of developments in this website or changes in how to use this website,

•    To assess and evaluate the use that is being made of the website,

•    To map to a unique learner number, for example those provided by the Department for Education and the Learner Record Service,

•    We may share personal information we have collected, or which you supply to us, with the staff of the provider you currently attend or are considering attending as a student,

•    We will invite you to participate in a user survey intended to help us in the development of our website and services. Whilst your views will be welcome to us, there is no obligation for you to complete the survey,

•    Combined statistics about intended and actual destinations, visitors, traffic patterns, answers to questions, content entered and related site information may be provided to Ofsted and the Department for Education. The information used for these purposes is aggregated (i.e. combined with other user data) and anonymised and will include no personal information. We may retain data for historical, statistical and research purposes. Where data is retained for these purposes, it is stored and processed appropriately in accordance with the Data Protection Act 2018. Otherwise, your information will only be disclosed to a third party where we are obliged or permitted by law. Authorities, such as the Police, may ask for personal information to assist investigations and we will provide this where reasonable to do so.

To enable us to provide our service to you we will share your information with Shaw Trust, First Media, schools/pre-16 education providers and the post 16 providers that you choose to apply to.  Anonymised data may be shared with Ofsted and the Department for Education.

In addition, your data may be accessed by Internal Audit and the Counter-Fraud Team as they are required to hold, or have access to, information from systems and processes across the Council so that we can:

•    Fulfil legal (Accounts and Audit Regulations 2015, and Local Government Act 1972) and mandatory professional requirements (Public Sector Internal Audit Standards) to provide an internal audit function. 

•    Investigate referrals made under the Council’s Counter-Fraud Framework, including the Whistleblowing Policy. 

•    Participate in national and local counter-fraud schemes, such as the National Fraud Initiative, to help protect the public purse. 

•    Maintain the central register of applications for RIPA (Regulation of Investigatory Powers Act 2000)

•    Ensure the effectiveness of the Council’s governance, risk management, and control processes.  This forms part of the Head of Internal Audit Annual Assurance Opinion, which is incorporated into the Annual Governance Statement. 

•    Facilitate the prevention, deterrence and detection of bribery, corruption, fraud and money-laundering committed against the Council. 

Should you decide not to provide any of the information we request from you, you will be unable to submit an application for post 16 education/training via this system.

3.  What authority does the Council have to collect and use this information?

The law says that we cannot process your personal data unless we comply with at least one condition in Article 6 of the UK GDPR.  The Article 6 lawful basis we rely upon for processing your information is: 

Article 6 1 ( e ) We need it to perform a public task.

The law also states that we cannot process personal data which is considered to be Special Category Data (such as information relating to your health, religion or ethnicity, for example) unless we comply with a condition within Article 9 of the UK GDPR.  The Article 9 lawful basis we rely upon for processing Special Category Data is:

(a)    Article 9 2 ( g ) We have a substantial public interest condition for processing

4. How long will we keep your data?

We will keep your personal information collected for the purpose(s) detailed in section 2 in line with the following retention schedule. 

•    Shaw Trust’s data files are kept for a period of 1 year in an area accessible only to those who need the information in order to fulfill contract requirements, the original data file is then archived for a further 2 years before being destroyed. This is for auditing and safeguarding purposes.  

•    Survey data is held on a client record on the CCIS database until the record is deleted.  

•    Data transferred onto the CCIS database is archived and deleted as follows: 

-    Young people who have not been known to Care Services or SEN services are archived at the end of academic year 13 and deleted on the end of academic year 16 (3-year audit period); or 

-    Young people who have been known to Care Services or SEN services are archived at the end of academic year 20 and deleted the end of academic year 23 (3-year audit  period.) This is in line with guidance from the DfE. Shaw Trust’s privacy notice states “we will only keep you information for as long as we need to meet our contractual and legal obligations. When the information is no longer required, we will destroy it securely.”  

Shaw Trust will transfer all information back to the Council at the end of the contract as they do not own the information, they process it on our behalf.  

The reason for keeping information for this period of time is 

•    To continue to provide you with access to the system throughout your further education journey.

•    Track the outcome of your applications to enable us to identify young people without an offer of learning to offer you support to move into education and training.

•    Report participation data to DfE to meet the requirements of the Education & Skills Act 2008.

5. Your rights and your personal data

Under the GDPR you have the following rights:

Right of Access
You have a right of access to the personal information that the Council holds about you, and/or the right to be given a copy of the data undergoing processing.

Right to Rectification
You have the right to request that the Council corrects any personal data if it is found to be inaccurate, incomplete or out of date. 

Right to Restriction of Processing
You have the right, where there is a dispute in relation to accuracy or lawfulness of processing of your personal data, to request that a restriction is placed on further processing.

Right to Object to Processing
In certain circumstances, you may have a right to object to the processing of your personal data. 

Right of Complaint
You have a right to lodge a complaint with the Information Commissioner, please find contact details below. 

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number

To exercise any of your rights, you should contact the Data Controller’s representative as shown in section 1b.

6.  Further processing 

If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new Privacy Notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions.

7.  Changes to this Notice

We will review this notice regularly, and no later than every 2 years, to ensure it remains accurate and relevant, unless legislative changes require this sooner.