How we process personal data in accordance with the Data Protection Act
Middlesbrough Council has to process personal data in order to deliver services to you. Personal data can be defined as both facts and opinions about you.
Middlesbrough Council processes personal data in accordance with the Data Protection Act 1998.
Personal data may be held in computer databases or in paper files. These may be processed by the Council or for the Council by one of its business partners. Wherever personal data are held and processed, Middlesbrough Council remains the "data controller" of your personal data and complies with the eight data protection principles of good information handling which state that data must be:
- fairly and lawfully processed;
- processed for limited purposes;
- adequate, relevant and not excessive;
- not kept longer than necessary;
- processed in accordance with the data subject's rights;
- not transferred to countries without adequate protection.
Accuracy of Information Held About You
If you believe that any of the details which Middlesbrough Council hold about you are inaccurate or incorrect, please let the Information Governance Team know as soon as possible. Contact details are shown below.
Tel: 01642 729812
Information Governance Team
PO BOX 503
Privacy Notices are sometimes referred to as Fair Processing Statements. They are a fuller explanation of how Middlesbrough Council Services use the personal data you provide, who they share it with and for what reasons. Privacy Notices are especially useful where the use of your data may not be obvious to you.
Privacy Notice - National Fraud Initiative
This authority is required by law to protect the public funds it administers. It may share information provided to it with other bodies responsible for auditing or administering public funds, in order to prevent and detect fraud.
The Audit Commission appoints the auditor to audit the accounts of this authority. It is also responsible for carrying out data matching exercises.
Data matching involves comparing computer records held by one body against other computer records held by the same or another body. This is usually personal information. Computerised data matching allows potentially fraudulent claims and payments to be identified. Where a match is found it indicates that there is an inconsistency which requires further investigation. No assumption can be made as to whether there is fraud, error or other explanation until an investigation is carried out.
The Audit Commission currently requires us to participate in a data matching exercise to assist in the prevention and detection of fraud. We are required to provide particular sets of data to the Audit Commission for matching for each exercise, and these are set out in the Audit Commission's handbooks, which can be found at www.audit-commission.gov.uk/nfi
The use of data by the Audit Commission in a data matching exercise is carried out with statutory authority under its powers in Part 2A of the Audit Commission Act 1998. It does not require the consent of the individuals concerned under the Data Protection Act 1998.
Data matching by the Audit Commission is subject to a Code of Practice. This may be found at www.audit-commission.gov.uk/nfi/codeofdmp
For further information on the Audit Commission's legal powers and the reasons why it matches particular information, See www.audit-commission.gov.uk/nfi
Fair Processing Statement - Housing and Council Tax Benefit
While assessing your claim and checking the accuracy of your information, Middlesbrough Council may share information about you with Government Departments, the Police, Auditing bodies, Credit Reference Agencies, other Local Authorities and service departments within Middlesbrough Council. This is to prevent or detect crime and protect public funds. We may also receive information about you from these organisations for the same reasons as allowed by the law. We will not give anyone information about you unless the law allows us to.
Middlesbrough Council, is the data controller for the purposes of the Data Protection Act. If you want to know more about the information we hold about you, or the way we use that information, please contact: The Data Protection Officer, Legal & Democratic Services, Town Hall, Middlesbrough, PO BOX 503, TS1 9FX. Tel no: (01642) 729686.
Fair Processing Notice - Community Regeneration Service
The contact information you provide to Middlesbrough Council's Community Regeneration Service will be used to contact you about local Community Regeneration matters and events.
The Community Regeneration Service may share your contact information with other Middlesbrough Council Services who wish to contact you about matters concerning the community you live in, for instance about consultation on any proposed Council Strategies that may affect you.
In some instances our local partner organisations, such as the Health Service, and with whom from time to time we work on joint initiatives, may request contact details of local community citizens with whom they too wish to consult on local matters. We would only ever disclose your contact details to our local partner agencies if we were sure that their purpose was compatible with Community Regeneration and that they had secure arrangements to process your contact data.
If you have any concerns about how your contact data may be used, or wish to limit its use, in the first instance please inform your local Community Regeneration Team.
The Middlesbrough Council Community Regeneration Service processes your personal data in accordance with the Data Protection Act 1998. If you want to know more about the information Middlesbrough Council holds about you, or the way the Council uses that information please contact the Data Protection Officer, Legal & Democratic Services, Town Hall, Middlesbrough, PO BOX 503, TS1 9FX. Tel no: (01642) 729686.
Privacy Notice - Children's Centres
The Children's Centre you attend is the Data Controller for the purposes of the Data Protection Act. It collects information from you, and may receive information about you from any previous Centre you may have used. The Centre holds this personal data and uses it to:
- Support your family's development and learning
- Monitor and report on progress
- Provide appropriate family support
- Assess how well your Centre is doing
This information includes you and your family's contact details, attendance information, characteristics such as ethnic group, special needs, your family circumstances and any relevant medical information.
They will not give information about you to anyone outside the Centre without your consent unless the law and their rules permit it.
Any information collected will be treated as confidential. In order to request the right services for you and to support your family, the Centre may share your information with Children Families and Learning Service or with other secure partner agencies. This can be either by referral or via the Common Assessment Framework process.
If you want to see a copy of the information your Children's Centre holds and shares about you then please contact the Centre Manager.
Privacy Notice - IYSS Service
Middlesbrough Council is the Data Controller for the purposes of the Data Protection Act. Integrated Youth Support Service (IYSS) is a Service provided by Middlesbrough Council that uses information about young people to guide and assist them in their training, career path choices and youth work. We collect information from you, and may receive information about you from your previous school. We hold this personal data and use it to:
- Deliver appropriate information, advice, guidance and youth work;
- monitor and report on your progress;
- assess how well IYSS Middlesbrough is doing.
This information includes your contact details, characteristics such as ethnic group, special educational needs, any relevant medical information, current career activities and information, advice and guidance and youth work.
In order to request the most appropriate services for you and help you find the right training and career path, IYSS may share your information with local providers. These include but are not limited to, Tees Valley Further Education establishments, Job Centre Plus, Pertemps and locally funded schemes aimed at bringing young people into work.
We will not give information about you to anyone outside IYSS for other purposes without your consent unless the law and our rules permit it.
We are required by law to pass some of your information to the Local Authority (LA), and the Department for Education (DfE).
If you want to see a copy of the information we hold and share about you then please contact the Data Protection Officer, Legal & Democratic Services, Town Hall, Middlesbrough, PO BOX 503, TS1 9FX. Tel no: (01642) 729686.
Privacy Notice - Children and Young People - Organisations with which the LA share our pupils' and children's data
Middlesbrough Council as the Local Authority (LA) uses information about children for whom it provides services, to enable it to carry out specific functions for which it is responsible, such as the assessment of any special educational needs that a child may have. It also uses the information to derive statistics to inform decisions, for example, on the funding of schools, and to assess the performance of schools and to set targets for them. The statistics are used in such a way that individual children cannot be identified from them.
The Local Authority will use information about its school workforce for research and statistical purposes, and to evaluate and develop education policy and strategies. The statistics are used in such a way that individual staff cannot be identified from them. The LA may also use the information to support and monitor schools regarding sickness and the recruitment of staff.
Primary Care Trusts (PCT) use information about pupils for research and statistical purposes, to monitor the performance of local health services and to evaluate and develop those services. The statistics are used in such a way that individual pupils cannot be identified from them. Information on the height and weight of individual pupils may however be provided to the child and its parents and this will require the PCTs to maintain details of pupils’ names for this purpose for a period designated by the Department of Health following the weighing and measuring process. PCTs may also provide individual schools and LAs with aggregate information on pupils’ height and weight. The LA will share information on pupils in its schools and their parents with the PCT to enable the PCT to carry out dental and other surveys in the most effective way and to maintain the accuracy of the PCT databases. Any such surveys will still require the consent of parents for the survey to be undertaken.
Youth Support Services - For pupils aged 13 years and over, the school is legally required to pass on certain information to the provider of youth support services in their area. This is the local authority support service for young people aged 13 to 19 in England. The school must provide the name and address of the pupil and their parents and any further information relevant to the support services' role. In addition, the date of birth of the pupil is supplied.
Until pupils are aged 16 or older, their parent(s) can ask that no information beyond their children’s name, address and date of birth (and their own name and address) be passed to the youth support services provider. This right transfers to the pupil on their 16th birthday. Pupils and/or parents will need to inform the school if this is what they wish.
Online information, advice and support on a range of issues affecting young people can be found on the Directgov Young People page at www.direct.gov.uk/en/YoungPeople/index.htm with access to trained helpline advisers, via SMS text message, telephone, webchat and email.
Tees Valley Unlimited carries out the following functions on behalf of, Middlesbrough Council: strategic planning in particular the Tees Valley Structure Plan, sub-regional economic development strategy, strategic transport planning and technical support, information and forecasting service and the management and administration of European programmes. It processes young people’s information on behalf of the LA and provides estimates of pupil numbers, planning information and also helps to inform bids for national and European funding.
Aimhigheris a national programme which aims to widen participation in higher education by increasing awareness of higher education and raising aspirations and attainment among young people from under-represented groups. Aimhigher uses information about children to identify who may require access to their service and to derive statistics to help inform local decisions on which to target children.
RM are providers of software, infrastructure and services to schools in Middlesbrough. The RM Learning Platform provides an environment that integrates the components of each school's ICT provision to deliver a consistent and personalised teaching and learning environment for schools, teachers, pupils and parents. Pupil data from the schools’ management information system is extracted by RM to populate and support the delivery of the virtual learning environment. This data is stored on ICT infrastructure maintained by RM on behalf of the secondary schools. Schools are also contracting other IT support companies eg Mouchel, SICTU and Advantex to deliver similar services.
The secondary schools may also share information with The Learning Records Service (LRS). The information will be used by the Chief Executive of Skills Funding, to issue a Unique Learner Number (ULN), and to create Personal Learning Record. Further details of how the information is processed and shared by LRS and Chief Executive of Skills Funding can be found at http://www.learningrecordsservice.org.uk/documentlibrary/documents/privacynotice.htm
Privacy Notice - Children and Young People - Pupils in schools, early years settings, alternative provision and pupil referral units
Privacy Notice - Data Protection Act 1998
The school are a data controller for the purposes of the Data Protection Act. We collect information from you and may receive information about you from your previous school and the Learning Records Service. We hold this personal data and use it to:
- Support your teaching and learning;
- Monitor and report on your progress;
- Provide appropriate pastoral care, and
- Assess how well your school is doing.
This information includes your contact details, national curriculum assessment results, attendance information and personal characteristics such as your ethnic group, any special educational needs and relevant medical information. If you are enrolling for post 14 qualifications we will be provided with your unique learner number (ULN) by the Learning Records Service and may also obtain from them details of any learning or qualifications you have undertaken.
In addition for Secondary and Middle deemed Secondary Schools Once you are aged 13 or over, we are required by law to pass on certain information to providers of youth support services in your area. This is the local authority support service for young people aged 13 to 19 in England. We must provide both your and your parent’s/s’ name(s) and address, and any further information relevant to the support services’ role. However, if you are over 16, you (or your parent(s)) can ask that no information beyond names, address and your date of birth be passed to the support service. This right transfers to you on your 16th birthday. Please inform (Insert name of School Administrator) if you wish to opt-out of this arrangement. For more information about young peoples’ services, please go to the Directgov Young People page at www.direct.gov.uk/en/YoungPeople/index.htm or the LA website shown above.
We will not give information about you to anyone outside the school without your consent unless the law and our rules allow us to.
We are required by law to pass some information about you to the Local Authority and the Department for Education (DfE)
Academies are required by law to pass some information about you to the Department for Education (DfE) and, in turn, this will be available for the use(s) of the Local Authority.
If you want to see a copy of the information about you that we hold and/or share, please contact your school administrator.
If you require more information about how the Local Authority (LA) and/or DfE store and use your information, then please go to the following websites:
If you are unable to access these websites we can send you a copy of this information. Please contact the LA or DfE as follows:
Data Protection Officer Middlesbrough Council Members' Office PO Box 503 Town Hall Middlesbrough TS1 9FX (01642) 729686
Public Communications Unit Department for Education Sanctuary Buildings Great Smith Street London SW1P 3BT Website: www.education.gov.uk email: http://www.education.gov.uk/help/contactus Telephone: 0370 000 2288