My account - online forms
If you last used your account on or before Tuesday 1 August 2023 you will need to register again
What do we use the information for?
Children and young people, education and schools use this information to undertake our statutory role as identified in the Education and Inspections Act 2006 in respect of action to support and improve standards for all children and young people in state-funded schools and academies for which we have a responsibility, for example:
Support schools through monitoring, intervention, challenge and support
Managing information systems to support children and young people, education and schools
Working with other organisations to support schools, children and young people, including sharing information and commissioning services
Provide specialist advice, guidance and support in relation to Educational Visits and Outdoor Learning to help schools’ meet legal obligations.
Enrich and enhance the lives of children and the community by actively supporting and developing education through music
Provide a comprehensive instrumental and vocal teaching programme within our secondary schools, alongside a wide ranging ensemble and extra-curricular programme.
Support school governors with the provision of professional clerking and support service to governing boards
Provide high-quality support, guidance and advice to school governors and governing boards to help them carry out their duties effectively and efficiently.
What information do we hold and use?
We collect and process the following information:
On what grounds do we use the information?
Children and young people, education and schools use the data to:
Children and young people, education and schools collect and lawfully process information about schools and children to whom we provide services to under the following:
Children Act 1989
Children Act 2004
Working Together to Safeguard Children 2015
Education and Inspections Act 2006
Health and Safety at Work Act (1974)
Management of Health and Safety at Work Regulations 1999
The Education (Induction Arrangements for School Teachers) (England) Regulations 2012
The School Admissions (Admission Arrangements and Coordination of Admission Arrangements) (England) (Amendment) Regulations 2014
The School Admissions Code
Home to school travel and transport guidance
The constitution of governing bodies of maintained schools
School Governance (Collaboration) Regulations 2003
Education Act 1996
Suspension and Permanent Exclusions from Maintained Schools, Academies and Pupil Referral Units in England, including pupil movement, January 2022
Ensuring a good education for children who cannot attend school because of health needs statutory guidance 2013
The Education (Pupil Registration) (England) Regulations (Amendment) 2016
Keeping Children Safe in Education 2021.
We process personal data for the following reasons:
We process special categories data for the following reasons:
GDPR Article 9(2)(a) - you have given explicit consent to the processing of those personal data for one or more specified purposes
GDPR Article 9(2)(c) - processing is necessary to protect the vital interests of you or of another person where you are physically or legally incapable of giving consent.
How do we collect this information?
Children and young people, education and schools collect personal information as part of the process of supporting children, young people, and their families. Information will be collected from face-to-face meetings, over the telephone, by letter, application forms, online forms, inspections, and email. Information may also be collected from relevant partner agencies as appropriate.
Children's and young persons' data is essential for the local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain personal information to us or if you have a choice in this.
Who do we share your information with?
Children and young people, education and schools may share relevant information within the East Riding of Yorkshire Council and various external partners to support schools, children and young people and their families. Services might include:
schools and academies
sixth form colleges
further education and specialist colleges
children’s social care
youth and family support
education inclusion services
special educational needs and disabilities team (SEND)
educational psychology team
The Department for Education (DfE)
HM Revenue and Customs (HMRC)
Humber Teaching NHS Foundation Trust (HTFT)
Post Office Limited.
We use an online system for recording, monitoring, tracking and approving educational visits, which is called Evolve. The system is provided by a Data Processor, EduFOCUS. All relevant information required to provide this system will be processed by Edufocus to enable them to do so.
We do not share information about our children and young people with anyone without consent unless the law and our policies allow us to do so.
Children and young people, education and schools hold information about young people living in our area, including about their education and training history. This is to support the provision of their education up to the age of 20 (and beyond this age for those with a special educational need or disability). Under parts 1 and 2 of the Education and Skills Act 2008, education institutions and other public bodies (including the Department for Education (DfE), police, probation and health services) may pass information to us to help us to support these provisions
Once our pupils reach the age of 13, we also pass pupil information to the provider of youth support services as they have responsibilities in relation to the education or training of 13-19-year-olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
The information shared is limited to the child’s name, address, and date of birth. However, where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the child/pupil once he/she reaches the age of 16.
For more information about services for young people, please visit our local authority website.
The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children and young people with the Department for Education (DfE) for the purpose of those data collections.
All data is transferred securely and held by DfE under a combination of software and hardware controls that meet the current government security policy framework.
For more information, please refer to the ‘What do we use the information for?’ section.
How long do we store it and is it secure?
The council has retention schedules in place to ensure that information is only held for as long as it is needed. We will not keep your information for longer than is required to by law. Your information will be disposed of in a controlled and secure manner in accordance with the council’s Records Management and Data Quality Policy. The council’s IT security and confidentiality policies ensure that your information is protected, and accessed only by staff directly involved in your case.
For information on how long your information will be held visit the retention page.
What rights do you have?
The rights that you have depend on the grounds upon which we collected your information. All of the rights you could have outlined on the data protection rights page.
In most cases, people who have been involved with children and young people, education and schools will have the following rights:
Where can I find out more?
If you want to know more about how the council uses information, your rights or 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; contact details are available on the general privacy information page. Alternatively, you can contact the Information Commissioner's Office (ICO). The ICO is the UK’s independent authority set up to uphold information rights in the public interest and they handle public concerns regarding organisations information rights practices.
When was this privacy notice last updated?
We will continually review and update this privacy notice to reflect changes in our services, feedback from customers, and to comply with any changes in the law.
This privacy notice was last updated on 14 December 2022.