The Data Processor. This eadmissions website is owned and operated by LGfL. The eadmissions support team can be contacted at:

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1 PRIVACY POLICY LGfL eadmissins OVERVIEW Our Intent. We are cmmitted t safeguarding the privacy f users wh use the eadmissins website service and we will nly use the infrmatin we cllect abut yu lawfully. Changes t Data Prtectin Legislatin. The intrductin f the Eurpean Unin s General Data Prtectin Regulatin (GDPR) and the UK Data Prtectin Act 2018 (DPA 2018), has intrduced significant and enhanced rights fr Data Subjects, including users f these services. This Privacy Ntice seeks t utline these rights and als the way persnal data that is prcessed via services n this site, s that Data Subjects have transparency. Data Subject s Privacy Ntice. This Privacy Ntice shuld be read by Data Subjects, i.e. yu, r any identifiable persn using the Lndn Grid fr Learning (LGfL) eadmissins website. The Data Cntrller. On behalf f the data cntrller wh are all Lndn Lcal Authrities (LAs) and Surrey Cunty Cuncil, the LGfL prvides an eadmissins website. The prcess is run fr pupils and parents/guardians applying fr a schl place acrss Nursery, Receptin, Junir, Secndary and University Technical Clleges. This is an annual prcess. The Data Prcessr. This eadmissins website is wned and perated by LGfL. The eadmissins supprt team can be cntacted at: eadmissins@lgfl.net Mail: 9th Flr, 10 Exchange Square, Primrse Street, Lndn, EC2A 2BR. Data Prtectin Officer (DPO). Each lcal authrity will have a DPO. The LGfL have appinted a DPO wh can be reached at dataprtectinenquiries@lgfl.net. All DPOs, including the LGfL s, fulfil a number f rles ne f which is t be the primary and independent pint f cntact fr Data Subjects, namely yu. T raise cncerns regarding the prcessing f yur persnal data by the LGfL, please ur DPO at dataprtectinenquiries@lgfl.net r send a letter t the mail address abve, at which pint the enquiry will be frwarded t the DPO f the Data Cntrller r respective member f staff fr actin. Purpse f Prcessing Persnal Data. We cllect persnal data n this website primarily t supprt the prcess f schl admissins, s that children are allcated t ne f their preferred schls, nurseries r clleges. Lawful Basis f Prcessing Persnal Data When Visiting This Website. The lawful basis f prcessing yur persnal data when using the eadmissins website is assessed t be: prcessing is necessary fr the perfrmance f a task carried ut in the public interest r in the exercise f fficial authrity vested in the cntrller. Namely t supprt the statutry duty f the Schls Admissins Cde. Fr further

2 infrmatin see: ment_data/file/389388/schl_admissins_cde_2014_-_19_dec.pdf Categries f Persnal Data Prcessed by LGfL. The persnal data cllected during the eadmissins prcess is t supprt the statutry requirements f allcating educatinal places. Acrss all LGfL prcesses and services we will seek t ensure all persnal data is accurate and up t date. The persnal data which we hld will be held securely and in accrdance with ur internal data prtectin and security plicies. The infrmatin required fr eadmissins is: Parent/guardian details: Title (Mr, Mrs, Miss, etc) First name Last name Address address Telephne number (up t 3) including mbile phne number(s) Child s details: First name; Middle names; Last name; Date f Birth; Gender; Address (if the child lives at a different address t the USO accunt hlder then alternative address details are required); Relatinship t the child; Parental respnsibility; Twin/Triplets/Multiple births; Is/has previusly been in care; Has the child a statement f special educatinal needs r EHCP; Current nursery; Nursery attendance details; Secnd cntact details; Schl preferences (up t a maximum f 6) Sibling(s); Staff; Exceptinal medical r scial reasns; Reasns f preferences (free text). Categry f Recipients f Persnal Data. LGfL acts as a Data Prcessr n behalf f schls (includes nurseries and clleges fr the purpses f this Privacy Ntice) and lcal authrities t enable them t deliver educatin services. Therefre,

3 ur prcesses and services are primarily delivered under their instructin as the Data Cntrllers and data is shared as apprpriately with schls and lcal authrities. The verview f this infrmatin sharing is that each applicant will have a Hme Lcal Authrity, which is where the applicant is resident. The Hme Lcal Authrity is the principal pint f cntact fr the applicant and is respnsible fr managing the applicatin. If the applicant lives in ne lcal authrity but the schl applied fr is in anther this is cnsidered a crss brder applicatin. There is a Pan Lndn Register which prvides the interface between Lndn Lcal Authrities, Essex, Herts, Kent, Surrey Cunty Cuncils, and Thurrck when there is a crss brder applicatin. The Lcal Authrity where the schl is maintained is referred t as the Maintained Lcal Authrity. Depending upn where the applicant applies there may be lawful sharing f the applicatin data between ne r mre f these lcal authrities and respective schls. If a schl place has been requested utside f these lcal authrities, the data will be shared with the lcal authrity f where the schl is lcated. Transfer f Persnal Data Outside the EEA (Eurpean Ecnmic Area). There is n persnal data invlved in eadmissins transferred utside the EEA. Sensitive Persnal Data. The Sensitive Persnal Data cllected and prcessed under the admissins prcess are necessary fr the carrying ut the bligatins f schls and lcal authrities. Retentin f Persnal Data. The data cllected t supprt eadmissins is held fr 3 years after the applicatin. This is t supprt any appeals by yu and investigatins by LAs. Data Subject s Rights. Under data prtectin legislatin yu have a number f Rights which we have utlined belw: Right f Access. Yu are entitled t access yur persnal data s that yu are aware f and can verify the lawfulness f the prcessing. This shuld be achieved thrugh submitting a Subject Access Request (SAR) t the Data Cntrller, which is the hme Lcal Authrity. If yu are a data cntrller f this system and require any assistance, please lg this via the LGfL supprt website at supprt.lgfl.net. In summary, yu have the right t btain: Cnfirmatin that yur data is being prcessed; Access t yur persnal data (a cpy); and Other supplementary infrmatin, which crrespnds t the infrmatin in this Privacy Ntice. Fees and Timings. This infrmatin will be prvided withut charge; withut delay and within ne mnth. If an extensin is required yu will be infrmed f this by the Data Cntrller. If requests are cnsidered manifestly unfunded r excessive, in particular because they are repetitive, Data Cntrllers may chse t:

4 Charge a reasnable fee taking int accunt the administrative csts f prviding the infrmatin; r Refuse t respnd. The reasns fr this will be frmally ntified t yu by the Data Cntrller and yur rights t appeal t the apprpriate Supervisry Authrity, i.e. UK Infrmatin Cmmissiner s Office (ICO) will be highlighted. Identify Verificatin. T prtect yur persnal data, the Data Cntrller, r LGfL and Atmwide n their instructin, will seek t verify yur identity befre releasing any infrmatin, which will nrmally be in electrnic frmat. Right f Rectificatin. Yu are entitled t have persnal data rectified if it is inaccurate r incmplete. This can be achieved directly thrugh lgging int the LGfL USO accunt and amending the details abut yurself. Alternatively, nce the admissins annual prcess has been clsed it is best t apprach yur Hme Lcal Authrity t make any changes. LGfL will supprt yur request under instructin frm the relevant Lcal Authrity r schl, s yu shuld have a respnse within ne mnth f yur request. In the unlikely event the respective Data Cntrller des nt act n the request fr rectificatin, they shuld infrm yu f yur rights t cmplain r seek judicial remedy. Right f Erasure. Yu may request the deletin r remval f persnal data where there is n cmpelling reasn fr its cntinued prcessing. The Right t Erasure des nt prvide an abslute right t be frgtten, especially nce the e-admissins prcessing has started. Hwever, yu d have a right t have persnal data erased and t prevent prcessing in specific circumstances: Where the persnal data is n lnger necessary in relatin t the purpse fr which it was riginally cllected/prcessed; When yu withdraw cnsent (and this is the basis f prcessing); When yu bject t the prcessing and there is n verriding legitimate interest fr cntinuing the prcessing; The persnal data was unlawfully prcessed; The persnal data has t be erased in rder t cmply with a legal bligatin; and The persnal data is prcessed in relatin t the ffer f infrmatin sciety services t a child. Hwever, yu shuld nte LGfL prvide educatinal services which may nt be cnsidered infrmatin sciety services, i.e. scial media. Right t Restrict Prcessing. When prcessing is restricted, LGfL and Atmwide, upn instructin frm the respective Data Cntrller, are permitted t stre the persnal data, but nt further prcess it. In this event exactly what is held and why will be explained t yu by the Data Cntrller. Right t Data Prtability. Yu may request t btain and reuse yur persnal data fr yur wn purpses acrss different services. This allws yu t mve, cpy r transfer persnal data easily frm ne IT envirnment t

5 anther in a safe and secure way, withut hindrance t usability. The Right t Data Prtability nly applies: T persnal data yu have prvided t LGfL; Where the prcessing is based n yur cnsent r fr the perfrmance f a cntract; and When prcessing is carried ut by autmated means. In these circumstances LGfL, under the instructin f the Data Cntrller, will prvide a cpy f yur data t the Data Cntrller in CSV frmat free f charge, withut undue delay and within ne mnth. If there is a delay t this, yu will be infrmed by the Data Cntrller. Right t Object. Yu have the right t bject t: Prcessing based n legitimate interests r the perfrmance f a task in the public interest/exercise f fficial authrity (including prfiling); Direct marketing (including prfiling); and Prcessing fr purpses f scientific/histrical research and statistics. Autmated Decisin Making and Prfiling. LGfL des nt emply any autmated decisin-making r cnduct prfiling f Data Subjects. Ckies. This sectin utlines the type f ckies we apply t ur eadmissins website and the services we ffer. By using the website, yu agree yur persnal infrmatin will be handled as described in this Privacy Ntice. The ckies we may use n ur website are described as belw: Strictly Necessary Ckies - These are ckies that allw yu t use different parts f ur website. Withut them different features that yu have requested cannt be prvided. These are usually set in respnse t an actin perfrmed by the user like clicking n a link r failing t enter the crrect passwrd t yur accunt. First Party Ckies - These are ckies that are set by ur website. And nly we can read them. Sessin Ckies - These are stred while yu brwse ur site and then deleted nce yu leave.