Whilst impacted by the COVID-19 Global Health Pandemic Mid Tendring Education Partnership and it’s Service Providers are required to comply with the Governments NHS Test and Trace programme and may be requested to share you or your child’s contact details for the purpose of contact tracing to identify people who may have been exposed to the coronavirus.
The use of your information is covered by the General Data Protection Regulations Article 6 (1) (c) – a legal obligation to which we as an organisation are subject to. The legal obligation to which we’re subject, means that we’re mandated by law, by a set of new regulations from the government, to co-operate with the NHS Test and Trace service, in order to help maintain a safe operating environment and to help fight any local outbreak of corona virus.
NHS Test & Trace will require:
- the names of all service users
- a contact phone number for each customer or visitor, or for the lead member of a group of people
- date of visit and arrival time and departure time
Mid Tendring Education Partnership as the data controller is responsible for the collection of your personal data, and is also responsible for compliance with data protection legislation for the period of time it holds the information.. When that information is requested by the NHS Test and Trace service, they then would at this point be responsible for compliance with data protection legislation for that period of time.
The NHS Test and Trace service as part of safeguarding your personal data, has in place technical, organisational and administrative security measures to protect your personal information that it receives from the venue/establishment, that it holds from loss, misuse, and unauthorised access, disclosure, alteration and destruction.
NHS Test and Trace will not disclose this information to any third party unless required to do so by law (for example, as a result of receiving a court order). In addition, where the information is only collected for the purpose of contact tracing, it will be destroyed by us 21 days after the date of your visit.
Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation 2016/679 (the “GDPR”)1].
Who are we?
Mid Tendring Education Partnership (MTEP) is the data controller (registered office Brightlingsea Infants School, Eastern Road, Brightlingsea Essex, CO7 0HU). This means it decides how your personal data is processed and for what purposes.
What information do we collect, hold and share?
We collect information about you when you complete a referral form to request a service provided through MTEP. We also collect information when you voluntarily provide feedback and evaluations of the services you have received. Website usage information is collected using cookies. The category of information we collect, hold and share include:
- Personal Information (Special Category Personal Information) – such as name, age, gender, address, postcode, ethnicity, disability, learning disability, health including mental health, school, other agency involvement and support needs.
Why we collect and use this information?
We collect the information about you in order to comprehensively assess your situation in order to provide an individual tailored package of support to each child, parent and family as a whole.
How do we process your personal data?
Mid Tendring Education Partnership complies with its obligations under [the GDPR] by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
We use your personal data for the following purposes: –
- To enable us to provide a voluntary service for the benefit of the public in a particular geographical area as specified in our constitution;
- To administer membership records;
- To apply for funding and promote the interests of the charity;
- To manage our employees and volunteers;
- To maintain our own accounts and records.
- To operate the Mid Tendring Education Partnership web site and deliver the services that individuals have requested.
- To inform Mid Tendring Education Partnership members and recipients of news, events, training, activities or services running
- To share your details with explicit consent with other agencies identified as able to provide identified agreed support
What is the legal basis for processing your personal data?
We collect and use you information in accordance with the GDPR legal basis as defined in Article 6 and Article 9 as below:
Article 6 Lawful Processing
Processing shall be lawful only if and to what extent that the below requirements apply:
- The individual whom the personal data is about has consented to the processing, or in the case of a child the parent/guardian has given consent.
- The processing is necessary: in relation to a contract which the individual has entered into; or because the individual has asked for something to be done so they can enter into a contract.
Article 9 Lawful Processing
- Explicit consent of the data subject [or in the case of the child, the parent/guardian has given consent] see consent form.
Sharing your personal data
Your personal data will be treated as strictly confidential, and will be shared only with your explicit consent, unless there is an identified safeguarding concern which must be acted upon in order to safeguard a vulnerable adult or child, or a formal request is made from HM Court Service or Social Services. MTEP will only share your details with explicit consent with other agencies identified as able to provide identified agreed support
How long do we keep your personal data?
We keep your personal data for no longer than is reasonably necessary for a period of one year following support and services ceasing, in order to provide a seamless continuation of service should a re-referral or request for support be made, and in case of any legal claims/complaints received in relation to the services provided.
Your rights and your personal data
Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: –
- The right to request a copy of your personal data which MTEP holds about you;
- The right to request that MTEP corrects any personal data if it is found to be inaccurate or out of date;
- The right to request your personal data is erased where it is no longer necessary for MTEP to retain such data;
- The right to withdraw your consent to the processing at any time
- The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
- The right to lodge a complaint with the Information Commissioners Office.
Subject Information requests as a general rule can only be made by those with Parental Responsibility. There are some instances when MTEP can refuse the access to information when: serious harm to the mental or physical health…. would be likely to happen either to you or someone else if you saw those records. To exercise your rights regarding the personal data that MTEP holds in relation to you, please write to MTEP, Brightlingsea Infants school, Eastern Road, Brightlingsea, Essex, CO7 0Hu to detail your requirements.
Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Website Visitors
Like most website operators, MTEP collects non-personally-identifying information of the sort that web browsers and servers typically make available, such as the browser type, language preference, referring site, and the date and time of each visitor request. MTEP’s purpose in collecting non-personally identifying information is to better understand how MTEP’s visitors use its website. From time to time, MTEP may release non-personally-identifying information in the aggregate, e.g., by publishing a report on trends in the usage of its website.
MTEP also collects potentially personally-identifying information like Internet Protocol (IP) addresses for logged in users and for users leaving comments on our blogs. MTEP only discloses logged in user and commenter IP addresses under the same circumstances that it uses and discloses personally-identifying information as described below, except that blog commenter IP addresses are visible and disclosed to the administrators of the blog where the comment was left.
How to Contact Us
Please contact us if you have any questions about our privacy policy or information we hold about you:
Write to: Mid Tendring Education Partnership, Brightlingsea Infants School, Eastern Road, Brightlingsea, Essex CO7 0HU .
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
Consent to Access Support & Share Information
Consent may be given by parent/guardian with Parental responsibility. Please read carefully, complete the restriction box if appropriate, then sign and date the form. If you have any concerns please discuss with the practitioner working with you.
By signing this form you are confirming that you have read this Data Protection Notice and that you are consenting to MTEP holding and processing your personal data for the following purposes – please tick the boxes where you are happy to grant consent: –
☐ To provide you with the relevant support services required to address the identified need
☐ Agree that personal information about me, me/our child(ren) may be shared with or requested from other agencies and with other professionals, so that my family’s needs can bet met.
☐ Understand my right to restrict what information may be shared and with whom
☐ Understand that I may withdraw my consent to share information at any time, but this may result in a reduction of services being available.
☐ keep you informed about news, events, activities and services
By email [ ] by text [ ] by post [ ] by phone [ ]
Information I do not want shared:
Signed: Date:
Print Name: Parental Responsibility:
You can grant consent to all the purposes; one of the purposes or none of the purposes. Where you do not grant consent we may be unable to provide you with the services required.
If you do grant consent, please note you can withdraw your consent to all or any one of the above purposes at any time by speaking with your support worker or contacting. liz.pickford@brightlingsea.essex.sch.uk, or in writing to: MTEP, Brightlingsea Infants School, Eastern Road, Brightlingsea, Essex CO7 0HU. Please note that all processing of your personal data will cease once you have withdrawn consent but this will not affect any personal data that has already been processed prior to this point
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