Our Address :

Unit 14
Sbectrwm Community Centre
Bwlch Road
Fairwater
Cardiff
CF5 3EF

Tel:      029 2056 5917

Email:  This email address is being protected from spambots. You need JavaScript enabled to view it.

or contact us on Facebook and Instagram

Cardiff and Vale of Glamorgan Parents Federation (Learning Disabilities) is a company limited by guarantee registered in England and Wales No.03067995 and a Registered Charity No.1076847

To find us on Google Maps click here

 

Cardiff & the Vale Parents' Federation Privacy Notice

Your Details

We hold information on members in a secure database so that we can contact you. Our data protection Guidelines can be found below:

Cardiff and Vale Parent’s Federation Privacy Notice

Who are we?

We are Cardiff and Vale Parent’s Federation (Learning Disabilities), a charitable company limited by guarantee registered in England and Wales under company registration number 03067995, registered charity number 1076847, Information Commissioner registration number ZB280679.

 

How we use your information

We collect information about:

• parents who join the federation or use federation services;
• our staff, contractors, trustees and volunteers, the Federation workforce;
• visitors to our website and social media sites;
• people who contact us via phone, email or social media.

 

This information is used to help us:

• deliver our aims as a charity;
• deliver services and information to parents;
• respond to requests from members of the public;
• monitor engagement with our website and social media;
• comply with legal and contractual obligations such as paying our staff, taxes and managing charity commission requirements.

 

The rest of this document gives further details on our collection, storage and use of data for each type of data we hold. It also provides information on who we share with and how to exercise your rights.

 

We welcome your comments on how we can improve this notice; please contact us at the address given for the Federation.

 

 

Information Usage Regarding Parents

The categories of information that we collect, hold and share include:

• Identifier information (such as title, name, address, telephone numbers, email addresses)
• Attendance information (such as sessions attended)
• Details of interactions (such as contacts via email, advice and guidance given)
• Next of kin details (for emergencies)

Storage of your Personal Information

We keep this information as long as you remain a member of the federation. When you leave, we will delete your data within one year, except where financial transactions are involved which we will retain for 7 years in line with legislation requirements.

Why we collect and use this information

We use this information to further the charity’s goals, which include to support you as a parent and to meet legal requirements. Some information is also used to feed back to our funders engagement so they can measure value received for their funding; this information does not identify individual parents.

The lawful basis on which we use this information

We collect and use pupil information under:

• the UK GDPR Article 6(a) consent – for example where data has been supplied by you for us to keep in touch;
• the UK GDPR Article 6(f)

 

Data Usage Regarding People That Have Responsibility for our Pupils

The categories of information that we collect, hold and share include:

Personal information (such as name and address)

Contact details (such as mobile telephone number or other ways to get in touch)

Why we collect and use this information

We use the data about people that have responsibility for our pupils:

to contact them, both routinely and in emergencies

to ensure they are kept aware of pupil’s progress as appropriate

to comply with the law regarding data sharing

The lawful basis on which we use this information

We collect and use this information under:

the UK GDPR Article 6 (c) – for example where we are required to do so by the Education Act 1996

the UK GDPR Article 6 (a) – for example additional contact information supplied to us above that required by law

 

Full details of the legal basis for our data use is given in our Data Protection Impact Assessments which are available on request.

Collecting information

Whilst much of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the data protection law, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

Storing data

We store data as detailed in our retention schedule, published on our school and trust websites.

Who we share people that have responsibility for our pupils’ information with

We routinely share information with:

 

schools that the pupil will attend after leaving us

our local authority

the Department for Education (DfE)

NHS staff working in the school setting

Why we share information

We do not share information about people that have responsibility for our pupils with anyone without consent unless the law and our policies allow us to do so.

We are required to share information about people that have responsibility for our pupils with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

Requesting access to your personal data

Under data protection legislation, data subjects have the right to request access to information about them that we hold. To make a request for your personal information, please see the contact details below.

 

You also have the right to:

object to processing of personal data that is likely to cause, or is causing, damage or distress

prevent processing for the purpose of direct marketing

object to decisions being taken by automated means

in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and

claim compensation for damages caused by a breach of the Data Protection regulations

If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

 

 

Data Usage Regarding Schools Workforce

The categories of school workforce information that we collect, process, hold and share include:

personal information (such as name, employee or teacher number, national insurance number)

special categories of data including characteristics information such as gender, age, ethnic group, vetting and barring information

contract information (such as start dates, hours worked, post, roles and salary information) 

work absence information (such as number of absences and reasons, which commonly includes health data)

safeguarding information (such as recording of remote learning sessions)

qualifications (and, where relevant, subjects taught)

 

Why we collect and use this information

We use school workforce data to:

enable the development of a comprehensive picture of the workforce and how it is deployed

inform the development of recruitment and retention policies

maintain safety of staff and pupils

enable individuals to be paid

manage the occupational health of the workforce

The lawful basis on which we process this information

We process this information under UK GDPR Article 6 (b) the employment contract and Article 6 (c) e.g. Education Act 1996. Certain special characteristics are processed under UK GDPR Article 6 (c) and Article 9 (b) e.g. Ethnicity information required by the Equalities Act 2010.

 

Full details of the legal basis for our data use is given in our Data Protection Impact Assessments which are available on request.

Collecting this information

Whilst much of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain school workforce information to us or if you have a choice in this.

Storing this information

We store data as detailed in our retention schedule, published on our school and trust websites.

Who we share this information with

We routinely share this information with:

our local authority

the Department for Education (DfE)

our occupational health provider, COPE Occupational Health

Why we share school workforce information

We do not share information about workforce members with anyone without consent unless the law and our policies allow us to do so.

 

Local authority

We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

 

Department for Education (DfE)

We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding / expenditure and the assessment educational attainment.

 

We are required to share information about our pupils with the (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

 

Occupational Health Provider

We share personal data with COPE Occupational Health, our occupational health provider, on a contracted basis to help us meet the legal requirements of the Health and Safety at Work etc., Act 1974 and related law and regulations. Their privacy notice is available at the link below:

 

COPE Occupational Health

https://www.cope.co.uk/privacy-notice

 

Data collection requirements

The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). All state funded schools are required to make a census submission because it is a statutory return under sections 113 and 114 of the Education Act 2005

 

To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

 

The department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:

 

conducting research or analysis

producing statistics

providing information, advice or guidance

 

The department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal data to third parties are subject to a strict approval process and based on a detailed assessment of:

who is requesting the data

the purpose for which it is required

the level and sensitivity of data requested; and

the arrangements in place to securely store and handle the data

 

To be granted access to school workforce information, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.

 

For more information about the department’s data sharing process, please visit:

https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

 

To contact the department: https://www.gov.uk/contact-dfe

 

 

Requesting access to your personal data

Under data protection legislation, data subjects have the right to request access to information about them that we hold. To make a request for your personal information, please see the contact details below

 

You also have the right to:

object to processing of personal data that is likely to cause, or is causing, damage or distress

prevent processing for the purpose of direct marketing

object to decisions being taken by automated means

in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and,

claim compensation for damages caused by a breach of the Data Protection regulations

 

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/

Data Usage Regarding People Who Use School Facilities

The categories of facilities user information that we collect, process, hold and share include:

personal information (such as name, address, email, other contact details)

special categories of data including characteristics information such as gender, age, ethnic group, vetting and barring information

contract information (such as start dates, premises rented, financial transactions, usages of premises) 

Why we collect and use this information

We use facilities user data to:

fulfil our contracts with you to provide facilities

ensure payments are collected

maintain safety of staff and pupils

The lawful basis on which we process this information

We process this information under UK GDPR Article 6 (b) the contract to rent you facilities and Article 6 (c) e.g. Education Act 1996. Certain special characteristics are processed under UK GDPR Article 6 (c) and Article 9 (b) e.g. Ethnicity information required by the Equalities Act 2010.

 

Full details of the legal basis for our data use is given in our Data Protection Impact Assessments which are available on request.

Collecting this information

Whilst much of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain school workforce information to us or if you have a choice in this.

Storing this information

We store data as detailed in our retention schedule, published on our school and trust websites.

Who we share this information with

We do not routinely share this information.

Why we share facilities user information

We do not share information about facilities users with anyone without consent unless the law and our policies allow us to do so.

 

Your Rights

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, please see the contact details below. There is normally no fee for access to information, however repeated or vexatious requests may be refused or only accepted on payment of a fee; this is rare.

 

You also have the right to:

• object to processing of your personal information in some circumstances
• ask us to erase your personal information in some circumstances
• where we are processing your information by your consent, you can withdraw your consent; if you do this we will stop processing, but this does not affect processing we have carried out
• prevent processing for the purpose of direct marketing (we don’t do this)
• object to decisions being taken by automated means (we don’t do this)
• in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and,
• contact the regulator if you have concerns about out handling of your personal data

 

Contact Us

If you would like to discuss anything in this privacy notice or exercise your rights under the UK GDPR, you can contact us at:

 

Email:                                This email address is being protected from spambots. You need JavaScript enabled to view it.

Telephone:                     02920 565917

Post:                                  Unit 14 Sbectrwm Community Centre, Bwlch Road, Fairwater, Cardiff, CF5 3EF

 

Contacting the regulator

If you have concerns about how we handle your information, and we have not been able to resolve them, you have the right to contact the Information Commissioner. We recommend you use their Wales office.

 

Phone:                              0330 414 6421

Email:                                This email address is being protected from spambots. You need JavaScript enabled to view it.

Post:                                  Information Commissioner’s Office – Wales, 2nd Floor, Churchill House, Churchill Way, Cardiff, CF10 2HH