Trainees (including CPD delegates) Data
Our training program develops future teachers through our initial teacher training (ITT) program. We also deliver CPD sessions, although these are primarily aimed at our own staff. In order to deliver these services, we need to collect sufficient information on our trainees, CPD clients and prospective clients to ensure that we can successfully deliver the support they require to achieve their goals.
We use this data;
- To support student learning
- To monitor and report on student progress
- To provide appropriate pastoral care
- To assess the quality of our services
- To comply with the law regarding data sharing
- To recommend appropriate career pathways
- To provide updates on the availability of courses and learning opportunities
The categories of data that we collect on students include;
- Personal information such as name, unique student number and address
- Characteristics such as ethnicity, language, country of birth
- Attendance information including sessions attended, absence details
- Relevant medical information
- Relevant SEN information
- Student portfolio
We collect and use this data under various lawful bases under the UK GDPR article 6;
- Contract – Trainee students enter in to a contract with us as an educational provider. Much of the information required falls under this basis.
- Legitimate Interest – In regard to the operation, management, security or administration of the training
- Vital Interest – Relating to the processing of any safeguarding or special needs information
- Public Task – Relating to returns to the DfE or the NCTL
- Consent – Where processing does not fall under any of the above categories
We hold ITT student data until the completion of the course plus 7 years.
We hold CPD data for 3 years following the completion of the course
We routinely share student information with;
- Schools that students attend during their training placement
- Partner schools
- BlueSky (tracking and evidence database)
- Our local authority partners
- The DfE
- The NCTL
- Schools within the IFtL MAT
- IFtL head office
- Birmingham City University (BA Hons delegates)
We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.
We share students’ data with the (NCTL) National College of Teaching and Learning on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.
We are required to share information about our students with the (DfE) under regulation 5 of The Education (Information About Individual Students) (England) Regulations 2013.
To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
The NPD is owned and managed by the Department for Education and contains information about students in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
We are required by law, to provide information about our students to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Students) (England) Regulations 2013.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-student-database-user-guide-and-supporting-information.
The department may share information about our students from the NPD with third parties who promote the education or well-being of children in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases 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 store and handle the data
To be granted access to student information, organisations must comply with 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
For information about which organisations the department has provided student information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-student-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe
Under data protection legislation, students have the right to request access to information about them that we hold. To make a request for your personal information contact Jason Smith, IFtL’s Head of Operations and Data Protection Officer, via DPO@iftl.co.uk
You also have the right:
· to have your personal data rectified, if it is inaccurate or incomplete
· to request the deletion or removal of personal data where there is no compelling reason for its continued processing
· to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
· to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
· not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you