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.
How we use personal information
We have personal data about you shared with us by schools and hold this personal information relating to Coventry Alternative Provision. We process personal data because it is necessary to comply with our contractual obligation with the school to provide the Coventry Alternative Provision services.
We use this information to:
- Provide you with necessary and appropriate training
- Ensure Training Providers have relevant information, specific to each learner enabling them to offer a service that meets student needs.
- Ensure we can provide the information to your training provider for Safeguarding and Health and Safety reasons
- Help us to develop and improve our service
- Complete statistical returns to Government departments
What personal data do we hold about you?
All data that is recorded for students is provided by schools during the application process. There is a Partnership Agreement signed by referring schools at the beginning of each academic year, to ensure all data is accurate upon the point of referral. Schools have a responsibility to ensure CAP are informed of any changes throughout the programme of learning. These details will also be used for our external funded programmes.
The information included in this application is:
- Your name
- Your date of birth
- Your address
- Your emergency contact details
- Your medical information - in order to ensure your safety within the workplace
- Academic information (educational needs/ inclusion support)
- Details of any other Agency involvement.
- Parent/carer contact details
- Safeguarding concerns
- Behaviour Plans
- Educational Health Care Plans
- Images/videos if consent is obtained
Who we share your personal information with
We will share data with:
- Work Related Training Providers that you access.
- Internal Coventry City Council Service areas
- Any agencies necessary in terms of safeguarding measures.
- European Social Fund for our Routes 2 programme
- Images and videos will be used as per the consent form
How long will we keep your information?
We will only keep your information for as long as we need to, enabling us to deliver the service requested. We will keep all information for 10 years after the end of the academic year, with the exception of Children in Care.
Your rights
You have the right to:
- Ask to see the personal information we hold about youâ¯â¯
- Ask us to change information we hold about you if it is wrongâ¯
- Ask us to delete the information we hold about youâ¯
- Ask us to limit the way we use your personal Informationâ¯â¯
- Ask for human intervention regarding decisions made about you by a computerâ¯
- Data portability (have your data transferred to another Authority)â¯
- Complain to the Information Commissioner’s Officeâ¯â¯
To exercise any of these rights please contact our Service via email: WRLTeam@coventry.gov.uk [mailto:WRLTeam@coventry.gov.uk%22%20\]
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. dpoteam@coventry.gov.uk [mailto:dpoteam@coventry.gov.uk]
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
Wilmslow
Cheshire
SK9 5AF.
Coventry Alternative Provision (CAP) privacy notice - Parents/carers
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.
How we use personal information
We collect personal data about you and your child to ensure that we have relevant information on record in reference to consent and permissions. We also ask parents/carers to complete Covid risk assessments as part of our induction process to ensure safety for your child and other students and staff. We process personal data because it is necessary to comply with our contractual obligation to provide a collaborative service to service users and schools.
We use this information to:
- Ensure students are only given rights that have been consented by parent/carers
- Ensure Training Providers have relevant information, specific to each learner enabling them to offer a service that meets student needs.
- Ensure we can provide the information to your training provider for safeguarding and Health and Safety reasons
- Help us to develop and improve our service
- Complete statistical returns to Government departments
What Personal Data do we hold about you
All data that is recorded for parents and carers is provided by yourself during the induction process. We ask for all information to be relevant and accurate during this induction to ensure your childs welfare and safety is maintained. Parents/carers should inform our service or their child’s school if any of their persona information changes. The information included in the induction is;
- Child and parent/carer name
- Child and parent/carer date of birth
- Child and parent/carer address
- Parent/carer emergency contact details
- Child medical information - in order to ensure child’s safety within the workplace
- Consent/permissions
- Health and medical information
Who we share your personal information with
We will share data with:
- Work Related Training Providers that your child is accessing.
- Internal Coventry City Council Service departments.
- Any agencies necessary in terms of safeguarding measures.
- European Social Fund for our Routes 2 programme.
How long will we keep your information
We will only keep your information for as long as we need to, enabling us to deliver the service requested. We will keep all information for 10 years after the end of the academic year, with the exception of Children in Care.
Your rights
You have the right to:
- Ask to see the personal information we hold about youâ¯â¯
- Ask us to change information we hold about you if it is wrongâ¯
- Ask us to delete the information we hold about youâ¯
- Ask us to limit the way we use your personal Informationâ¯â¯
- Ask for human intervention regarding decisions made about you by a computerâ¯
- Data portability (have your data transferred to another Authority)â¯
- Complain to the Information Commissioner’s Office
To exercise any of these rights please contact our Service via email:
WRLTeam@coventry.gov.uk [mailto:WRLTeam@coventry.gov.uk%22%20\]
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. dpoteam@coventry.gov.uk [mailto:dpoteam@coventry.gov.uk]
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,
Wilmslow,
Cheshire,
SK9 5AF.
Coventry Alternative Provision (CAP) privacy notice - Training providers
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.
How we use personal information
We collect personal data about you and your organisation to ensure that we have relevant information on record in reference to quality assurance. We ask organisations who have been commissioned through Coventry City Council procurement to complete a Quality review online as part of our quality process to ensure a high quality service is provided to all service users. We process personal data because it is necessary to comply with our contractual obligation to provide a collaborative service to service users and schools.
We use this information to:
- Ensure all contractual requirements are met
- Ensure all staff working at organisations have met the legal and contractual requirements to do so.
- Ensure we can provide the information to OFSTED or other educational agencies or authorities if required.
- Help us to develop and improve our service
What Personal Data do we hold about you
All data that is recorded for organisations is provided by the Quality Officer for the organisation during the quality review 1 process. We ask for all information to be relevant and accurate during this review to ensure quality checks are fulfilled. Organisations are responsible to inform our service is their data or information changes. This must be accurate on CAP records. The information included in the Quality review is;
- Organisation policies
- Organisation systems
- Organisation DBS details (Personal names and numbers)
- Organisations contact details
Who we share your personal information with
We will share data with:
- Internal Coventry City Council Service
- Organisation Contact details will be shared with the community who are accessing the service.
How long will we keep your information
We will only keep your information for as long as we need to, enabling us to deliver the service requested. We will keep all information for 10 years after the end of the academic year.
Your rights
You have the right to:
- Ask to see the personal information we hold about your organisation
- Ask us to change information we hold about your organisation if it is wrongâ¯
- Ask us to delete the information we hold about your organisation
- Ask us to limit the way we use your organisation/employee personal Informationâ¯â¯
- Ask for human intervention regarding decisions made about you by a computerâ¯
- Data portability (have your data transferred to another Authority)â¯
- Complain to the Information Commissioner’s Officeâ¯
To exercise any of these rights please contact our Service via email: WRLTeam@coventry.gov.uk [mailto:WRLTeam@coventry.gov.uk%22%20\]
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. dpoteam@coventry.gov.uk [mailto:dpoteam@coventry.gov.uk]
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,
Wilmslow,
Cheshire,
SK9 5AF.
Coventry Alternative Provision (CAP) Services privacy notice - schools
Coventry City Council complies with the Data Protection Act and the 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.
How we use personal information
We ask your school to provide personal data in the form of contact details for designated staff with our service to ensure we have relevant correspondence data. We process personal data because it is necessary to comply with our contractual obligation with the school to provide the Coventry Alternative Provision services.
We use this information to:
- Ensure the collaborative service is upheld.
- Ensure Training Providers have relevant school information, specific to each learner enabling them to correspond with school if any concerns arise.
- Ensure we can provide contact details of the designated staff to training providers for safeguarding and Health and Safety reasons
What Personal Data do we hold about you
All data that is recorded for staff is provided by Schools during the application process or staff change request process. There is a Partnership Agreement signed by referring schools at the beginning of each academic year, to ensure all data is accurate upon the point of referral. Schools have a responsibility to ensure CAP are informed of any changes throughout the programme of learning.
The information included in this application is;
- Name and address of organisation
- Name of the designated person
- Person requesting the changes
- Job Role
- Telephone number
- Email Address
Who we share your personal information with
We will share data with:
- Work Related Training Providers
- Internal Coventry City Council Service areas
How long will we keep your information
We will only keep your information for as long as we need to, enabling us to deliver the service requested. If there are any changes the previous data will be deleted.
Your Rights
You have the right to:
- Ask to see the personal information we hold about you
- Ask us to change information we hold about you if it is wrong
- Ask us to delete the information we hold about you
- Ask us to limit the way we use your personal Informationâ¯
- Ask for human intervention regarding decisions made about you by a computer
- Data portability (have your data transferred to another Authority)â¯
- Complain to the Information Commissioner’s Officeâ¯â¯
To exercise any of these rights please contact our Service via email: WRLTeam@coventry.gov.uk [mailto:WRLTeam@coventry.gov.uk%22%20\]
Complaints
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. dpoteam@coventry.gov.uk [mailto:dpoteam@coventry.gov.uk]
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,
Wilmslow,
Cheshire,
SK9 5AF.