Privacy notice for Traded Services with the Education Sector 

What do we use the information for?

Traded services are services we have provided to local authority-maintained schools for many years on a chargeable basis, and in the last few years to academies and other educational institutions. They include a wide range of services that enable schools to function, from maintaining the premises to delivering music lessons, from providing supply staff to financial management services. A list of services can be found on this website. Managing the contractual relationship and marketing of services requires that we make use of key contacts at the school, academy or educational institution.

What information do we hold and use?

Personal data covers the following:

  • name
  • role
  • telephone
  • corporate personal email address i.e. firstname.lastname@organisation.etc

We use key contact information in order to provide contracted services to the institution.

If you are not a customer but have enquired about our service or have provided personal contact details or published these, we will hold and use this information to keep you informed of our traded services.

On what grounds do we use the information?

We use key contact information in order to provide contracted services to the institution. 

For non-customers of services who are ‘corporate subscribers’ we will only use personal data named above for the commercial marketing of services aimed at the institution. This is a legitimate business interest of the council.

How do we collect this information?

We collect information from enquiries made by prospective customers and from information published by the institution, usually on their website. We also may make telephone contact with the organisation to obtain this information.

Who do we share your information with?

Your information is not shared with other organisations.

How long do we store it and is it secure?

We keep your information as long as you are the appropriate named contact in your organisation. We will amend or delete this on request provided this does not remove a required contact for an existing customer service agreement. Your information is stored on a secure network within the council. We check the accuracy of this information on a regular basis at least every 12 months.

The council has retention schedules in place to ensure that information is only held for as long as it is needed. For information on how long your information will be held, visit the retention page. Details of how we keep your information secure are available on the general privacy information page.

What rights do you have?

The rights that you have depend upon the grounds upon which your information is collected. All of the rights you could have are outlined on the data protection page. For the purpose of providing services, people who have a key role in relation to the service agreement will have the following rights:

The right of access - you are entitled to see the information we hold about you and can request a copy by emailing  data.protection@eastriding.gcsx.gov.uk

The right to rectification - if you believe any information we hold about you to be incorrect, please contact tradedservices@eastriding.gov.uk and we will amend the information accordingly. 

The right to erasure/right to be forgotten – records relating to an existing service agreement that include reference to a key contact cannot be deleted whilst the contract is live and up to six years following expiry of the service agreement.

Key contacts in organisations where we do not have a contractual relationship also have the above rights. They also have the right to stop receiving marketing emails to that address by requesting unsubscribe on any of the direct marketing e-mails or by telephone 01482 392854.

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.

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