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Virtual Schools

24 May 2018

What service is being provided?


Virtual Schools Service

We have a statutory duty to promote the education of children looked after (CLA) and previously looked after.


What personal data do we need from you?


Name and contact details

Date of birth

Employment and Education details

Unique Pupil Number

Unique Learner Number

Student and Pupil records


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


Racial or ethnic origin

Offences (including alleged offences)

Criminal proceedings, outcomes and sentences

Physical and mental health


Who will be using your personal data?


The Data Controller is Essex County Council


The Data Processors supporting this purpose are:

Capita One (system)

Servelec, (system)

Welfare Call (LAC) Ltd (system)

EES for Schools (CLA Tracker/Target Tracker),

National Consortium of Examination Results (NCER)  

Fischer Family Trust (FFT).           


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


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 we would be unable to fulfil our statutory responsibilities under the Children and Families Act 2014.


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


Our legal basis for using your special personal data is “Substantial public interest" and “Heath and Social Care"


Who else might we share your data with?


Education Providers

Social Care

Welfare Call


How long will your data be kept?


We will stop using your data when you are no longer looked after by us or when you turn 18.

Your data will be deleted 75 years after we stop using it.


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


As you are not giving your data directly to us:


This is who is giving us your personal data:


Children's Social Care; schools


Link to a relevant other privacy notices

Servelec -

Capita -

Welfare Call (LAC) Ltd -



Fischer Family Trust  -


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: