Access and inclusion privacy notice
Who we are and what we do
The London Borough of Redbridge Council is a data controller under the UK Data Protection law as we collect and process personal information about you work with your child, and to carry out our statutory duties in regard of their education (including any special education needs). Please see below why we need your information.
Any questions regarding our privacy practices should be sent by email to data.protection@redbridge.gov.uk
Data Protection Officer
8th Floor Rear
255-259 High Road
Ilford, Essex IG1 1NY
Telephone: 0208 708 3890
Why we need your information and how we use it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
- To enable us to support your child by making an accurate assessment of their needs
- If necessary, to enable us to provide your child with an Education, Health and Care Plan (EHCP) in accordance with the Children and Families Act, 2014, and Statutory Guidance
We also receive personal information indirectly, from the following sources in the following scenarios:
- Your child’s school/college
- Your GP or other medical professional
- Other professionals employed by Redbridge Council
- Any other professional engaged by yourself or your child’s school/college
We use the information that you have given us in order to make decisions about any needs your child may have, and how we may best support them.
We may share this information with other professionals who work with your child, for example, teachers, social workers, therapists, education psychologists, other support workers
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time.
(b) We have a vital interest.
(c) We need it to perform a public task.
Article 9(2) conditions for processing Special Categories of data (Sensitive Personal Data)
a) Explicit Consent - the data subject has given explicit consent to the processing of those personal data for one or more specified purposes, except where Union or Member State law provide that the prohibition referred to in paragraph 1 may not be lifted by the data subject.
b) Vital interests of data subject physically or legally incapable of giving consent - processing is necessary to protect the vital interests of the data subject or of another natural person where the data subject is physically or legally incapable of giving consent.
What type of information is collected from you
We currently collect and process the following information:
- Personal identifiers, contacts and characteristics (for example, name and contact details)
- Details of your child – name, address, date of birth, school, medical history, NHS number, family relationship (eg siblings)
- Religious or cultural background
- Educational progress, or details of any assessments
Who your information may be shared with (internally and externally)
We use the information that you have given us in order to make decisions about any needs your child may have, and how we may best support them.
We may share this information with other professionals who work with your child, for example, teachers, social workers, therapists, education psychologists, other support workers.
How long we keep your information (Retention period)
Your information is securely stored.
Under the Special Needs and Disability Act 2001, we are required keep records relating to your child’s special needs until they reach the age of 30. We will then dispose your information by deleting all electronic records and arranging for any paper records to be securely destroyed.
Under the Mental Health Act 1983 records held by the Mental Health Support Team are held for 20 years. We will then dispose your information by deleting all electronic records and arranging for any paper records to be securely destroyed.
Marketing and E-Newsletters
We will not use your data for marketing purposes. You may have the opportunity to opt-in to some newsletters for your information, however this will require your consent.
Business Intelligence, Profiling and Automated-Decision making
We may analyse your personal information to improve services and for the following purposes:
- Undertake statutory functions efficiently and effectively
- Service planning by understanding your needs to provide the services that you request
- Understanding what we can do for you and inform you of other relevant services and benefits
- Help us to build up a picture of how we are performing at delivering services to you and what services the people of Redbridge need
- Analysis of costs and spend of services we provide so that we can to ensure better and efficient use of public funds
- Evaluating, monitoring health of the Redbridge population and protecting and improving public health
The Council is however committed to using pseudonymised or anonymised information as much as is practical, and in many cases this will be the default position.
We may use your information from the different services that you engage with to create a single view and profile of you, which will help us to better understand your specific needs and ensure we are providing the right and efficient services to you in accordance with your needs as well as ensure that we hold one accurate record of your basic personal data across all our Council services; such as your name, date of birth, address, email address, change in circumstances etc.
Profiling will be carried out only when it is necessary in order to provide you with the service you have agreed to receive or where the Council has a statutory obligation or where to the law allows. However, we will notify you where we would do this and where required we will.
Protecting your information
Any information held by the council about individuals is held securely and in compliance with the UK Data Protection legislation.
Redbridge Council is committed to protecting its service user’s personal data. We have put measures in place to ensure that our staff, service providers, partners and suppliers all look after your information in line with good practice and the law. These follow the rules and practices known as Information Governance (IG).
The information security measures we've put in place include:
- following good Information Governance practice and the law when it comes to collecting, handling and giving access to information
- training staff in their data protection responsibilities
- putting processes in place to ensure good Information Governance practices for information we collect, hold or handle in both manual and electronic forms
- access to your information is only given to those who need to know and where it is necessary
- information will not be held for longer than required and will be disposed of securely
- We encrypt all our electronic devices and sensitive information that is transmitted is encrypted
How you can access, update or correct your information
The Data Protection law gives you the right to apply for a copy of information about yourself . This is called a ‘Subject Access Request'.
Visit our website to find out more on how to make a Subject Access Request.
The accuracy of your information is important to us to be able to provide relevant services more quickly. We are working to make our record keeping more efficient. In the meantime, if you change your address or email address, or if any of your circumstances change or any of the other information we hold is inaccurate or out of date, please email data.protection@redbridge.gov.uk
Alternatively, you can write to us at:
London Borough of Redbridge Access and Inclusion Service
Lynton House, 255-259 High Road, Ilford, IG1 1NN
Your information choice and rights
Where we use your personal data for other purposes other than what you have consented or where we have to fulfil a statutory obligation, or where the data protection law allows, then we will let you know so that you can make an informed choice about how your information is used.
If you do not want your information to be used for any purpose beyond providing the services you have agreed to receive, such as; sharing it with our partners or providers for service delivery planning or improvement of services or for Business Intelligence, profiling research or statistical purposes (in such instance only minimum and necessary, anonymised or pseudonymised data will be used), you can choose to opt-out of this.
However, if you opt out or withdraw consent from certain processing of your information, we may not be able to deliver services to you or your child. For example; if you do not consent to provide your information to Home Office to check eligibility for receiving housing, then this will affect the decision we make with regards to your entitlement to receiving Housing.
You may not be able to object to your information being used, held, or shared under certain circumstances. For example, where have a duty to safeguard a vulnerable adult or a child, or the prevention and detection of crime, or where we are required to fulfil our statutory obligations.
Where you would like to withdraw your consent or opt-out of any other use of your information, please write to:
London Borough of Redbridge Access and Inclusion Service
Lynton House, 255-259 High Road, Ilford, IG1 1NN
Information Commissioner’s Office
The Information Commissioner is the UK's independent body set up to uphold information rights.
If you would like to know more about your rights under the Data Protection law, and what you should expect from us, visit the Information Commissioner’s website.
If you have any concerns regarding our privacy practices or about exercising your Data Protection rights, you may contact the Information Commissioner’s Office:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113 or 01625 545 745
Email: casework@ico.org.uk
