Education Privacy Notice

The personal information provided will be used by East Dunbartonshire Council under the provisions of the UK General Data Protection Regulation (UK GDPR).  

The personal information will be used by the Council to provide the identified young person with an education. The personal information will be used to:-

• Provide an education service
• Support pupil learning;
• Monitor and report on pupil attendance, attainment and achievement
• Provide appropriate pastoral care to support health and wellbeing
• Assure the quality of our education services in line with national expectations
• Check the information the Council holds is accurate
• Support the promotion of health
• Support electoral registration
• Prevent and/or detect crime; and
• Protect public funds. 

The Council has a legal obligation to ensure that there is an adequate and efficient school and further education system within East Dunbartonshire. If you do not provide us with the personal information we have asked for then the Council will not be able to provide this statutory education to the pupil.

The use of the personal information is necessary for the Council to comply with legal obligations under the following legislation:-

• Education (Scotland) Act 1980
• Children and Young People (Scotland) Act 2014
• The Local Government (Scotland) Act 1973 (to ensure proper administration of the Council’s financial affairs (including the detection and/or prevention of fraud)
• The National Health Service (Scotland) Act 1978; and
• Representation of the People (Scotland) Regulations 2001.

The use of the personal information may also be necessary for the Council to perform various tasks carried out in the public interest.

To meet the above requirements the personal information will also be shared with:-

• SEEMIS, the Council’s Education Management Information System (MIS) provider. This sharing is required in order that the Council has a secure and effective way to record information about the Council’s pupils
• The Scottish Government, to report performance and help the Scottish Government produce legislation and guidance
• The West Partnership, to promote improvement in attainment
• Scottish Qualification Authority (SQA), to allow pupils to be assessed and achieve qualifications
• Further Education (FE) Colleges, when necessary to enable placements
• The National Health Service, to support vaccination and health-screening programmes (including dental and vision checks)
• Health professionals where a school pupil requires urgent medical attention, for example on a Council activity or excursion;
• Scottish Government Learning Directorate to support parental engagement in the education of children;
• Other departments of the Council (e.g. Social Work) and Arms Length External Organisations (ALEOs), to support the school and the child’s access to education, support for learning and to support their physical and mental wellbeing; and
• The Council’s Audit service

East Dunbartonshire Council uses the Scottish Council on Archives Records Retention Schedules to manage the length of time the Council keeps information. There are a number of schedules that cover the retention of educational records.

For example:-

• 10.002.003 Admission forms Retention for 1 year.
• 10.002.007 Attendance records Retention for 4 years.
• 10.002.008 Exclusion records Retention for 7 years.
• 10.002.014 Pupil Progress Report Retention for 5 years.

Education data within the Scottish Government is managed effectively by secure systems on secure servers and is exploited as a valuable corporate resource, subject to confidentiality restraints.

Regarding the retention of data, Article 5 of the GDPR “Principles relating to processing of personal data” states:

“personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals”.

Full details about the retention schedules for education is on the Scottish Council on Archives website.

We aim to directly resolve all complaints about how we handle personal information. However, you also have the right to lodge a complaint with the Information Commissioner's Office, who can be contacted by post at:  Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. By phone on 0303 123 1113 (local rate) or 01625 545 745. Visit the Information Commissioner's Office website.

Should you have any questions or concerns about the Council’s handling of your personal data you can contact the Council’s Data Protection Officer.

Karen Donnelly
Data Protection Officer
East Dunbartonshire Council
12 Strathkelvin Place
Kirkintilloch
G66 1TJ

Tel: 0300 123 4510

dpo@eastdunbarton.gov.uk