- Introduction
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Herefordshire Council is the data controller for the information collected in relation to any applications made for childcare support funding.
- Purpose of the data processing
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Herefordshire Council collects and processes personal data relating to its learners to effectively manage learning and to meet its statutory obligations. The council is committed to being transparent about how and why it collects and uses that data and to meeting its General Data Protection Regulation (GDPR) obligations.
- Information held about you
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Personal data is collected under GDPR Article 6c (Legal Obligation), and 6e (Public Task) in order to meet its legal obligations with the Education and Skills Funding Agency (ESFA).
- How we will use the information we hold about you
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We will use the information you provide to:
- Deliver our services and understand your needs
- Maintain and update your customer records or contact details
- Contact you where necessary in relation to the provision of this service
- Obtain your opinion and feedback about the services we provide
- Ensure that we fulfil our legal obligations
- How the law allows us to use your information
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Personal data is collected under GDPR Article 6c (Legal Obligation), and 6e (Public Task) in order to meet its legal obligations with the Education and Skills Funding Agency (ESFA).
- Who we will share your information with
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Data is stored in a range of secure places, including the student information management systems, paper records stored in secure places and on electronic documents within a secure network.
Information will be shared internally, with any Herefordshire Council staff who need access to the data to provide services to learners.
Where the council engages non-statutory third parties to process personal data on its behalf, we require them to do so on the basis of written instructions, under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data. This will only take place where the law allows it and the sharing is in compliance with GDPR legislation.
- How long we keep your personal information
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All data collected and processed on behalf of ESFA will be held for as long as we are legally required to do so:
- Financial records are held for 6 years following the academic year you apply
- If your application is unsuccessful, the reasons for not being awarded will be added to your electronic learner record and the application form securely deleted.
- Your rights
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Under the Data Protection Act you have a right to make a request for a copy of some or all of your personal information we hold about you.
Your data will be held and processed in line with data protection legislation. If you feel that your data is being handled incorrectly, you should speak to Herefordshire Council or your childcare provider in the first instance.
- Providing accurate information
- It is important that we hold accurate and up to date information about you to assess your needs and deliver the appropriate services. If any of your details have changed, or change in the future, please tell us so that we can update your records.
- Further information
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If you require and further assistance please contact the Adult and Community Learning team via clande@herefordshire.gov.uk
- Service web page