Privacy Notice

Contents
1. Introduction
2. What type of data is collected?
3. Why do we collect data?
4. Our legal obligations
5. Collecting learner information
6. How we use the data
7. Storing learner data
8. Who we share learner information with
9. Why we share learner information
10. Requesting access to your personal data
11. Withdrawal of consent the right to lodge a complaint
12. Contact
13. More information

1. Introduction
EAQ is the data controller for the use of personal data in this privacy notice.
We collect a significant amount of information about our learners. This notice explains
why we collect the information, how we use it, the type of information we collect and our
lawful reasons to do so.

2. What type of data is collected?
We are required to collect a lot of data by law, so that they can monitor and support
schools more widely, as well as checking on individual schools’ effectiveness.
The categories of learner information that EAQ collects, holds and shares includes the
following:
• Personal information – e.g. names, learner numbers, contact details and addresses
• Characteristics – e.g. ethnicity, language, nationality, country of birth
• Safeguarding information (such as court orders and professional involvement)
• Special educational needs (including the needs and ranking)
• Medical and administration (such as doctors’ information, child health, dental health,
allergies, medication and dietary requirements)
• Attendance information (such as sessions attended, number of absences, absence
reasons)
• Assessment and attainment information (such as Functional Skills and OCN
qualifications and any relevant results)
• Behavioural information (such as exclusions and any relevant alternative provision put in
place)
• photos and video recordings of the learner are also personal information

3. Why do we collect data?
We collect and use the learner data to:
• Support learner learning
• Monitor and report on learner attainment progress
• Provide appropriate pastoral care
• Assess the quality of our services
• Keep children safe (e.g. food allergies, emergency contact details)
• Fulfil our statutory obligations to safeguard and protect children and vulnerable people
• Enable targeted, personalised learning for learners
• Manage behaviour and effective discipline
• Comply with our legal obligations to share data
• Keep learners, parents and carers informed about school events and school news

4. Our Legal Obligations
We must make sure that information we collect and use about learners is in line with the
GDPR and Data Protection Act. This means that we must have a lawful reason to collect
the data, and that if we share that with another organisation or individual, we must have a
legal basis to do so.
The lawful basis for schools to collect information comes from a variety of sources, such
as the Education Act 1996, Regulation 5 of The Education (Information About Individual
Learners) (England) Regulations 2013, Article 6 and Article 9 of the GDPR.
Essex Local Authority require us to collect certain information and report back to them.
This is called a ‘public task’ and is recognised in law as it is necessary to provide the
information.
We also have obligations to collect data about children who are at risk of suffering harm,
and to share that with other agencies who have a responsibility to safeguard children,
such as the police and social care.
We also share information about learners who may need or have an Education Health and
Care Plan (or Statement of Special Educational Needs). Medical teams have access to
some information about learners, either by agreement or because the law says we must
share that information.
Counselling services, careers services, occupational therapists are the type of people we
will share information with, so long as we have consent or are required by law to do so.
We must keep up to date information about parents and carers for emergency contacts.

5. Collecting learner information
We collect learner information via secure file transfer from the local authority or school if
the learner is on roll.
Whilst the majority of learner information you provide to us is mandatory, some of it is
provided to us on a voluntary basis. In order to comply with Data Protection legislation,
we will inform you whether you are required to provide certain learner information to us or
if you have a choice in this.

6. How we use the data
At EAQ we use various third-party tools to make sure that learners’ best interests are
advanced.
We record details about progress, attainment and learner development to support future
planning and learning.
We use data to manage and monitor learner needs and attendance/absences so that
suitable strategies can be planned if required.
Data can be used to monitor effectiveness, the impact of intervention and learning styles
across groups of learners as well as individual children.
We also use contact information to keep learners, parents, carers, school staff (if the child
is on roll) and case workers up to date.

7. Storing learner data
We hold learner data securely for the set amount of time shown in our data retention
schedule.

8. Who we share learner information with
We routinely share learner information with:
• schools that the learner’s attend if they are on toll
• local authorities
• Social Workers if required.

9. Why we share learner information
We do not share information about our learners with anyone without consent unless the
law and our policies allow us to do so.
We are required to share information about our learners with Essex County Council. All
data is transferred securely and held by the council under a combination of software and
hardware controls, which meet the current government security policy framework.

10. Requesting access to your personal data
Under data protection legislation, parents and learners have the right to request access to
information about them that we hold. To make a request for your personal information, or
be given access to your child’s educational record with us, contact EAQ’s DPO as
detailed in the Data Protection policy.
You also have the right to:
• ask us for access to information about you that we hold
• have your personal data rectified, if it is inaccurate or incomplete• to request the deletion
or removal of personal data where there is no compelling reason for its continued
processing
• restrict our processing of your personal data (i.e. permitting its storage but no further
processing)
• object to direct marketing (including profiling) and processing for the purposes of
scientific/historical research and statistics
• not to be subject to decisions based purely on automated processing where it produces
a legal or similarly significant effect on you
If you have a concern about the way we are collecting or using your personal data, we
request that you raise your concern with us in the first instance. Alternatively, you can
contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

11. Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to
withdraw that consent. If you change your mind, or you are unhappy with our use of your
personal data, please let us know by contacting your child’s tutor or the EAQ office.

12. Contact
If you would like to discuss anything in this privacy notice, please contact:
EAQ, Unit 20, Kingsmead, Gillingham, Dorset SP8 5FB

13. More information
How we manage the data and our responsibilities to look after and share data is
explained in our Data Protection policy and connected policies which are also available
on our website.