Cvs gdpr

Coventry City Council complies with the Data Protection Act and the UK GDPR and is registered with the Information Commissioner's Office (ICO) as a Data Controller.

This Privacy Notice explains how personal information is going to be used, what for, who it will be shared with and why.

Why we collect and use personal data about you

We collect and hold personal information relating to you and your looked after children and their educational provision and outcomes.

We use this information to:

  • Provide the looked after children with necessary and appropriate educational services
  • Help us to develop and improve our educational services for looked after children
  • Complete statistical returns to Government departments

We process personal data because it is necessary to comply with our legal obligations under:

  • The Children’s Act 1989
  • The statutory guidance for local authorities to support looked-after children’s education: Promoting the education of looked after and previously looked after children, published 2014 and issued by the DfE under section 7 of the Local Authority Social Services Act 1970

What information do we collect about you?

We collect and hold information about you and the looked after child in your care:

  • Your contact details
  • Child’s name, date of birth and contact details
  • Educational placements
  • Educational progress and outcomes
  • Attendance at and exclusion at school
  • Behaviour in school and educational needs
  • Participation in educational programmes

Who we share your personal data with

  • The third-party agency, Looked-After Call, who collect attendance and exclusion information on our behalf.
  • The child’s school or educational placement.
  • Other relevant social care and education teams within Coventry City Council

How long will we keep your information?

We will only keep your information for as long as we need to so we can give you the service you need unless we must keep it for legal reasons.

Other council departments/organisations may need to keep your information for different periods of time. For more information on how long they keep your information, please see their privacy notices.

Your rights

You have the right to:

  1. Ask to see the personal information we hold about you
  2. Ask us to change information we hold about you if it is wrong
  3. Ask us to delete the information we hold about you
  4. Ask us to limit the way we use your personal information
  5. Ask for human intervention regarding decisions made about you by a computer
  6. Data portability (have your data transferred to another Authority)
  7. Complain to the Information Commissioner’s Office

To exercise any of these rights please contact The Virtual School; email


You have the right to submit a complaint if you are unhappy with the way your request is handled or disagree with a decision made by the council regarding your data. In these circumstances, you can contact the Data Protection Team (DPO) and request a review of the decision.

If you are not satisfied with any outcome from the DPO you may wish to apply to the Information Commissioner's Office at:

The Information Commissioner's Office
Wycliffe House
Water Lane
SK9 5AF.

Date of last review: November 2019