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Education Access

18 May 2018

What service is being provided?

Education Access

We contract alternative education providers to provide education for excluded pupils and other unable to access education for medical or other reasons. This is a requirement under Section 19 of The Education Act 1996 (as amended by the Children and Families Act 2010).


What personal data do we need from you?


Name and contact details

Date of birth


NHS number

Child in care status

Unique Pupil Number

Unique Candidate Identifier (UCI)

Free school meal entitlement

Work experience

Exam results

Pastoral Support Plan (PSP),

Individual Education Plan (IEP),

Personal Education Programme (PEP)

Exclusion data

Teacher assessment

Bullying information

Preferred learning style

GCSE options



What 'special types' of personal data do we need from you?


Physical or mental health details

Racial or ethnic origin

Special Educational Needs (SEN) status


Who will be using your personal data?


The Data Controller is Essex County Council

The Data Protection Officer for Essex County Council can be contacted at


The Data Processors supporting this purpose are Capita One (system) and contracted alternative education providers.



What will it be used for and what gives us the right to ask for it and use it?


Delivering this service to you

Planning and improving the service

Preventing or detecting of fraud or crime

Research – using only anonymised data unless we specifically ask for your consent


If we cannot use your data suitable alternative education may not be provided.


Our legal basis for using your personal data is “Legal Obligation".


Our legal basis for using your special personal data is “Substantial public interest".


Who else might we share your data with?


Pupil Referral Unit

Children's Social Care

Youth Offending Service

Education Services

Statutory Assessment Team

Family Solutions

Educational Psychology Team

Education Providers

Other Local Authorities

Other Education Teams



Use of your NHS number in education

If you are receiving education then the NHS may share your NHS number with the local authority.

This is so the NHS and the local authority are using the same number to identify you while providing your education.

By using the same number the NHS and the local authority can work together more closely to improve your education and support.

We'll use this number in an integrated care record system across a number of support services including GPs, hospitals, community matrons, district nurses and social care practitioners.

It will also be shared with statutory education services for the provision of targeted education for children and young people.

If you want to opt-out from the use of your NHS number for education purposes, please talk with your social worker, or by contacting us on 0345 603 7630 or email:

How long will your data be kept?


We will stop using this data when a pupil is returned to mainstream school or leaves alternative education when reaching statutory school leaving age.


Your data will be deleted 25 years from the last action.


Our use of your data will be subject to the following legal rights:


  • Your Right to be Informed
  • Your Right to Access your personal data
  • Your Right for us to Rectify your personal data
  • Your Right to Restrict our processing of your personal data


We may also receive personal information about you from others:


This is who is giving us your personal data:


Medical professionals

Social care professionals


Link to a relevant other privacy notice

Capita -


Visit the following links for more information about Privacy Law, our obligations and your Rights:


The ICO Guide to the General Data Protection Regulation 2016

The General Data Protection Regulation 2016


If you have concerns over the way we are asking for or using your personal data, please raise the matter with our Data Protection Officer by the following means:


Postal AddressData Protection Officer, Information Governance Team, Essex County Council, County Hall, Market Road, Chelmsford, Essex, CM11QH
Phone Number0333 013 9824


If you still have concerns following our response you have the right to raise the matter with the Information Commissioner's Office:


Postal AddressInformation Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Online Form
Phone Number0303 123 1113


For our full privacy notice: