CSCJES - Central South Consortium Joint Education Service

CSC Privacy Notice January 2019

How we use your personal information for Central South Consortium (CSC) purposes

The Council provides services for local communities and the people who live in them. Undertaking this work means that we must collect and use information about the people we provide services to and keep a record of those services. Because we collect and use personal information about individuals we must make sure that they know what we intend to do with their information and who it may be shared with.

We have summarised in this privacy notice some of the key ways in which we use your personal information for school improvement purposes. This information should be read in conjunction with the Council’s corporate privacy notice.

1. Who we are, what we do.

The Central South Consortium (CSC), was established in 2012 as a service to raise education standards in schools in Central South Wales and is a Joint Education School Improvement Service funded by five local authorities namely:

  • Bridgend County Borough Council
  • The City of Cardiff Council
  • Merthyr Tydfil County Borough Council
  • Rhondda Cynon Taf County Borough Council
  • Vale of Glamorgan Council (together the ‘Authorities’)

Its aim is to work alongside schools to develop and share good practice so that they can use it to raise standards in schools and develop and improve the education given to pupils in the 5 Authorities.

Some of our aims by the year 2020 are that:

  • Children and young people’s results are the highest performing in Wales
  • Schools continue to improve rivalling the best in the UK by 2020
  • Vulnerable children increasingly close the gap on other non-vulnerable children the same age and do so faster than elsewhere in Wales
  • Teaching is excellent for most children, particularly so in schools in the most deprived areas
  • Inspection results show increased levels of excellence in teaching and leadership in our schools

For more information on the Central South Consortium (CSC) please visit our ‘about us’ page on our website here

2. What and whose personal information we hold?

Pupils

We hold information about pupils in the 5 Authorities. This information will usually include data collected as part of the following statutory data collections:

  • Pupil Level Annual School Census (PLASC) – detailed data on schools and pupils attending school in January of each year
  • Educated Other Than At School (EOTAS) – data on each pupil attending alternative education in January of each year
  • National Data Collection (NDC) - pupil’s school assessments on entry to school and at the end of year 2, year 6 and year 9
  • Attendance - number of days pupils attended school in the year and number of authorised and unauthorised absences
  • Welsh National Tests (WNT) - pupil’s school test results for each pupil in year 2 to year 9 in the reading and numeracy test
  • Target setting - estimated pupil outcomes at the end of year 2, year 6, year 9 and year 11 collected each year for the next three years
  • External examination results - grades obtained in each examination for pupils in year 11, year 12 and year 13
  • Teacher Assessment Moderation Forms – assessments are carried out to make sure that the teachers are marking tests and exams to the same standards

N.B. the data collected within these returns are defined by Welsh Government. Complete details of all items collected can be found on the Welsh Government website.

The type of information we hold and process will typically include:

  • Name, date of birth, home postcode and gender
  • Unique Pupil Number (UPN) and Unique Learner Number (ULN) – these are individual numbers given to pupils to identify them on reports
  • School information such as enrolment status (if the pupil is registered in one or more school), school start date, full or part time, National Curriculum Year(NCY) and type of school
  • Free School Meal (FSM) status
  • Child Looked After (CLA) status and Care authority (if they are being Looked After by another Local Authority)
  • Language information such as English as an Additional Language (EAL) category and first language
  • Ethnicity
  • Additional Learning Needs
  • Support needed in school such as differentiation, curriculum modifications, group support, standard or specialised equipment, school based or external assessments
  • Welsh language information such as fluency in Welsh and if Welsh is spoken at home
  • Exclusion information such as number of times excluded, dates and reasons
  • Pupil’s performance in all subjects, National Standard Reading and Numeracy Tests and examinations from ages 3 to 19
  • School attendance information such as sessions possible, sessions attended and authorised/unauthorised absence
  • Images - CSC photoshoots, events and conferences (Photography and Videography Privacy Notice )
  • Social Media

Schools

The type of information we hold and process about the Council run schools in the 5 Authorities will typically include:

  • Contact details such as address, telephone number and email address
  • School improvement information such as progress reports, event attendance, resources and best practice case studies
  • School bulletins
  • Estyn Inspection information
  • School staff images
  • CSC photoshoots, events and conferences (Photography and Videography Privacy Notice )
  • Social Media
  • School staff name, address, email address, telephone numbers, role in the school
  • School staff - documentation relating to continued professional development e.g. National Professional Qualification for Headship (NPQH), Higher Level Teaching Assistant (HLTA).
  • Financial Information relating to budgets and funding

Central South Consortium (CSC) Internal Staff

We hold and process information about staff employed within Central South Consortium. This includes:

Other interested parties

We hold information about other interested parties, for example Governors, Elected Members and 3rd party consultants and trainers etc., The type of information we hold and process will typically include:

  • Contact details such as address, telephone number and email address
  • Attendee records at CSC events
  • Strategic information relating to reports, meetings discussions and decisions
  • Staff Images
  • CSC photoshoots, events and conferences (Photography and Videography Privacy Notice)
  • Social Media
  • Financial information – grants, budgets etc.
  • Procurement information

3. Where does the service get my information from?

The Central South Consortium obtains this information from:

  • Schools
  • The five Local Authorities (Bridgend, Cardiff, Merthyr, Rhondda Cynon Taf and Vale of Glamorgan)
  • Trusted 3rd party data processors such as A Level Performance Systems (ALPS), Fischer Family Trust, Amersham Associates and CDSM Interactive Solutions
  • Welsh Government
  • Education Workforce Council - training and qualification information e.g. National Professional Qualification for Headship (NPQH) and Higher Level Teaching Assistant (HLTA).
  • Other Welsh regional consortia such as Education Achievement Service (EAS), Education Regional Working (ERW) and School Effectiveness and Improvement Service for North Wales (GwE)
  • Service users (school staff and governors, elected members, blogs, authors of articles, pupils, press etc.)

4. What we will do with your personal information?

We use the information collected to:-

  • Produce school, LA and consortium performance reports.
  • Use for statistical and research purposes to help inform improvement initiatives across the consortium
  • Monitor the progress and education results of groups of pupils
  • Monitor how well education services are being provided so that they can be improved
  • Identify levels of support provided to schools within the consortium
  • Coordinate support services on a regional and national level (joint consortia working)
  • Deliver an effective service on behalf of Local Authority partners
  • Quality assure qualifications and assessments for school staff

5. What is the legal basis for the use of this information?

The legal basis for our use of the personal information will generally be one or more of the following:

6. Does the service share my personal information with any other organisation?

For the Consortium to carry out its duties we are required to share information with:

  • The 5 Local Authorities
  • Schools in the 5 Local Authorities
  • Welsh Government
  • Members of the public – this only refers to authors names of blogs, social media posts, case studies and articles used by the consortium and not pupil related data

We also use trusted 3rd parties to securely transfer, collect and analyse data. These include:

  • Method4, CDSM , Egress Switch Workspace – these systems are used to securely transfer all of the data between the Consortium, Schools, Local Authorities and trusted 3rd Parties
  • Amersham Associates (iSynoptic) – to analyse data on pupils to produce reports
  • FFT and ALPs – email addresses shared to enable user login to systems
  • Snap Survey – to collect survey information from schools on performance and impact of initiatives
  • Mail Chimp – to send bulletins out
  • Google Analytics and Hootsuite - to analyse data on social media, blogs, case studies and our corporate website
  • EventBrite – to collect contact information for individuals booking onto training courses
  • Consultants and trainers – to assist the CSC to carry out its duties as required

7. How long will my information be kept?

Pupils

The information collected via statutory returns will be kept until the end of the academic year in which the subject obtains their 24th birthday. The purpose is to track pupil progression throughout their education in LA maintained schools.

The information will also be amalgamated to enable statistical analysis for research and school improvement purposes

See Retention and Disposal Policy and Schedule.

Schools

The information will also be amalgamated to enable statistical analysis for research and school improvement purposes
See Retention and Disposal Policy and Schedule.

CSC Internal Staff

See Retention and Disposal Policy and Schedule.

Other interested parties

See Retention and Disposal Policy and Schedule.

For more information, please see the Council’s Retention and Disposal Policy and Schedule.

8. Your information, your rights

The General Data Protection Regulation (GDPR) gives you important rights, including the right to access the personal information the services hold about you.

Click here for further information on your information rights and how to exercise them.

9. Contact us

If you have any concerns or would like to know more about how the service using your personal information please contact us in one of the following ways:

By email : communications@cscjes.org.uk.

By telephone: 01443 281401

In writing: Data Protection Officer, RCT County Borough Council, The Pavillions, Clydach Vale, Rhondda Cynon Taf, CF40 2XX