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Privacy Policy

Last updated: April 2025

ICT Development Service is part of Warwickshire Education Services delivering technology,

training and support to Maintained Schools, Academies, and Multi Academy Trusts in Warwickshire and beyond.

 

We provide a range of services including:

  • Apple MDM

  • Backup & Restore

  • Broadband and Web Filtering

  • Competitive procurement options

  • Digital Safeguarding

  • Managed Primary and Secondary Server solutions

  • Support for Managed Chromebooks

  • Support and training for Management Information Systems (Arbor, Bromcom & SIMS)

  • VOIP

  • Wireless

  • Welearn – Staff and Pupil accounts and access to Purple Mash

 

This Privacy Policy explains how we use personal data that we collect from your school.

 

Purpose for processing

Schools subscribe to services that are dependent upon the sharing of data between school and local authority systems e.g. Email, HR & Payroll, Attendance & Compliance.  There is also a statutory requirement for schools to share data such as Starters and Leavers.

 

The software used to automate MIS data integration, aggregation and identity management, reduces the burden on schools by removing the need for duplicate data entry and ensures that WCC services receive timely and up to date data.

 

A range of data including personal data is exchanged routinely between subscribing Schools and the ICT Development Service using specialist enterprise integration solutions that meet industry standards for transporting data between educational systems and applications.

 

A client software (Xporter) is installed on the school MIS server and ‘jobs’ are scheduled to run overnight to extract appropriate data sets.

 

The frequency of data exchange will be dependent upon the business needs of both the School and the Local Authority. For example, data required for the provisioning of email accounts will be shared daily, whereas data required by the Local Authority e.g. new starters and leavers, will be shared on a weekly basis.

 

 

Personal information collected and lawful basis

What Pupil data do we collect?

The following categories of data are collected for students:

 

  • LearnerPersonal (Full Name; legal and chosen, Date of Birth, Gender, Home Address including postcode and telephone number, Ethnicity, First Language

  • LearnerAttendance

  • LearnerAttendanceSummary

  • LearnerExclusion

  • LearnerSpecialNeeds

  • LearnerSchoolEnrolment

  • SchoolGroup

  • SchoolGroupType

  • LearnerGroupEnrolment

  • LearnerEntitlement

  • LearnerEmail

 

What Staff data do we collect?

The following categories of data are collected for school workforce personnel:

 

  • WorkforcePersonal (Full Name, Date of Birth, Gender, NI number)

  • WorkforceAssignment

  • WorkforceContract

  • ComputerIPAddress

  • WorkforceEmail

 

The lawful basis for processing personal information is:

  • Required for Legitimate Interests

  • Required for a Public Task

 

For the purposes of data integration with the Admissions Service and HR & Payroll, the services also process some sensitive (special category) information, which may include but is not limited to:

  • Gender

 

The lawful basis for processing this sensitive (special category) data is:

  • Necessary for obligations under employment or social protection

 

The legitimate interests pursued by us, or third parties we use, are as follows:

  • To deliver services to schools that are dependent upon the sharing of data between school and local authority systems e.g. Email, HR & Payroll, Attendance & Compliance.  There is also a statutory requirement for schools to share data such as Starters and Leavers.

 

For all marketing, support and feedback where personal information is obtained alongside, and directed at, individuals, the lawful basis for the processing of personal data is consent to the processing.

 

Who we may share your information with

To provide schools with subscription services, we work with partner suppliers and are required to share personal student and/or staff data. ICT Development Service will also share data internally within Warwickshire County Council to support the education and welfare of children.

 

Warwickshire Local Authority:

Pupil data is shared internally within WCC to support the learning and welfare of children. We share data with:

 

  • Attendance, Compliance and Enforcement (ACE)

  • Admissions Service

 

Staff absence data is shared internally within WCC for HR and Payroll services.

 

Third Party Suppliers:

To provide contracted services to your school, we share personal information that you have given to us or that we have collected about your pupils and staff. Information is routinely shared with:

 

  • Microsoft Office365 (WeLearn365)

  • 2Simple - Purple Mash curriculum software suite

  • Acronis – Backup

  • Securas – Digital Safeguarding Monitoring

  • Community Brands – Identity Management

  • Smoothwall – Internet Filtering

  • Just2Easy – J2E curriculum software

  • ESS - SIMS service desk call escalation

  • Bromcom - service desk call escalation

  • Arbor - service desk call escalation

 

 

Staff contact information is shared with other third parties delivering procurement and installation services to schools.  These include:

 

  • Strive – audio visual

  • Stone – laptops, PCs, Chromebooks

  • J&B Electrical

  • Khipu Wireless

 

Information will only ever be shared when it is strictly necessary to help us provide effective services, and you may have the right to refuse. We will not pass it onto any other parties unless required to do so by law or in all reasonable circumstances the disclosure is fair and warranted for the purposes of processing or subject to a legal data protection exemption.

 

 

How long we will hold your information

Retention periods vary depending on service and/or contract need. The majority of pupil and staff data is held in our secure SQL database for the duration of your subscription contracts.  Data held within our Enterprise AD will be retained until the pupil or member of staff leaves your school.

 

Please note: all stated retention periods will be subject to any legal holds imposed under the Inquiries Act 2005 that may concern the information and override standard retention.

 

 

Your information rights:

Find out how to access your personal information.

 

You may be entitled to rectification, restriction, objection, and erasure of your personal information depending on the service provision and the lawful basis. Contact us by email at:

Email: ictdsservicedesk@warwickshire.gov.uk or Tel: 01926 414100

 

See www.warwickshire.gov.uk/privacy for more general information on how we process your information including contact details for the Data Protection Officer and if you have a complaint about your information rights.

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