Approved by: Emma Sykes
Last reviewed on: October 2023
Next review due by: October 2024
Under data protection law, individuals have the right to be informed about how ELS Tutoring and Educational Services uses any personal data that we hold on them. We comply with this right by providing ‘privacy notices’ to individuals where we are processing their personal data. This privacy notice explains how we collect, store, and use personal data about children and staff.
We, ELS Tutoring and Educational Services are the data controller for the purposes of data protection law.
The categories of pupil information that we process and collect include:
Personal data that we may collect, use, store and share (where appropriate) about individuals include, but is not restrictive to:
• Personal identifiers and contacts (such as name, unique pupil number and contact details)
• Characteristics (such as ethnicity, language, and free school meal eligibility)
• School related information including special educational needs
• Health related information
• Children’s work and progression
• Photographs
• Videos
• Bank details
• Qualifications
• Enhanced DBS (identity, right to work in UK, address)
• Reference requests
• Next of kin
We may also hold data about individuals that we have received from other organisations, including schools, local authorities and the DFE.
Why we collect and use personal data
Most of the personal information we process is provided to us directly by you for the following
purposes:
• To support pupil learning
• To monitor and report on pupil attainment progress
• To protect pupil welfare
• To provide appropriate pastoral care
• To assess the quality of our services and how well our provision is doing
• To keep individuals safe (food allergies or emergency contact details)
• To meet contractual obligations
• Ensure legal compliance
• Identify the needs of an individual
• Suitability of potential candidates to work at ELS Tutoring and Educational Services
The lawful basis on which we use this information:
We collect and use children information under Article 6(1)© which provides a lawful basis for processing where ‘processing is necessary for compliance with a legal obligation to which the controller is subject; Article 6(1)(e) which gives lawful basis for processing where : ‘processing is necessary for the performance of a task carried out in the public interest or the exercise of official authority vested in the controller’.
Less commonly, we may process individuals’ personal data in situations where:
• We have obtained consent to use it in a certain way.
• We need to protect the individual’s vital interest (or someone else’s interest)
Collecting information
We collect individuals’ information via:
• Registration forms (google/paper)
• Application pack (online/paper)
• Referral forms
• Contact form on website/facebook
At the commencement of an individuals’ time at ELS Tutoring and Educational Services, annual and ad hoc updates as necessary.
Storing of personal data
We hold personal data securely for the set amount of time shown in our record retention schedule. For more information on our data retention schedule and how we keep our data safe, please contact Mrs P Tanner, Business Manager via email ptanner.els@gmail.com.
All information is either deleted permanently from hard drive(s) or cloud-based storage and shredded if in paper format.
Who we share information with
We routinely share information with:
• Schools that the pupils attend after leaving the provision
• School the pupil is on roll at
• Hampshire County Council
• Devon County Council
• Health Authorities
• Ofsted
• Youth Support Services (pupils aged 13+)
• Police and Social Care (where there are safeguarding concerns)
• Emergency Services
• Johnston Wood Roach Accountancy
• Quickbooks
• Seesaw
• Facebook
• ELS Tutoring and Educational Services website
• Instagram
• Teacher Regulation Agency
• Nest
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at ptanner.els@gmail.com, telephone number 07565 839158 or ELS Tutoring and Educational Services, Birch House, Parklands Industrial Estate, Forest Road, Denmead, PO7 6XP if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at ptanner.els@gmail.com, telephone number 07565 839158 or ELS Tutoring and Educational Services, Birch House, Parklands Industrial Estate, Forest Road, Denmead, PO7 6XP
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk