Privacy

As part of our ongoing commitment to keeping you informed, here is our Privacy Notice which sets out how we store and use your information. We encourage you to read the Privacy Notice in full.
However, to summarise:

  • We will always use your data within the law.
  • We will never sell your data.
  • We will always respect your wishes about how you would like to be contacted.

DATA CONTROLLER

The Data Controller is Babcock Learning and Development Partnership LLP, part of Babcock International Group PLC, a company registered in England & Wales. Our Registration Number with the Data Protection Public Register is Z3190672 and our address is Babcock LDP, Second Floor, Milford House, Pynes Hill, Exeter, EX2 5GF.
Our Data Protection Officer is the HR Director, who can be contacted on 02393 876893 or at 1000 Lakeside North Harbour, Western Road, Portsmouth, Hampshire, PO6 3EN.

The organisational name used in this notice i.e. Babcock LDP or Babcock refer to Babcock Learning and Development Partnership LLP.

OVERVIEW

Babcock LDP is committed to protecting your personal information in accordance with the Data Protection Act and GDPR Regulation. This Privacy Notice explains how your personal information is processed and used by Babcock LDP, and for what purposes it is held.

Babcock LDP is part of the UK's leading education support and improvement service. We work with academies, schools and settings, Devon County Council and other Local Authorities and with a range of regional and national bodies. Babcock LDP provides a single integrated service; this enables us to understand more fully the needs of customers and to deliver the best services to meet those needs in a coherent way.

This privacy notice tells you what to expect when Babcock LDP collects personal information. It applies to information we collect about:

Visitors to our Website

We collect information about you on our website using forms, which could include the following:

  • Personal information (such as Title, Full name, Email, Job Title, Local Authority, Telephone)
  • School Information (such as Establishment, Registration Code)

In these circumstances we will inform individuals what we will use this information for, who it will be shared with and how long we will keep it for. This information will feature on the web form being used to collect the information.
When someone visits our website we collect certain information about these visitors, such as IP addresses and details of the pages which these people have visited. This information does not allow us to identify individuals but helps us to ensure our website is structured in the most effective and user friendly way.

USE OF COOKIES

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site.

We use the cookies below as part of the operation of this website:

Session cookies

Name Purpose Expires
ASPSESSIONID This cookie is set by our site maintain session state. We also use this cookie so that once you have logged on with username and password you won't have to do it for every page you request from our site. When you close your browser
cT We use this cookie as part of our error handling system to improve our site. This cookie is only set when an error occurs on the site.

 

When you close your browser.

Google Analytics Cookies

Name Purpose Expires
_utma For more information, see the Google Analytics Privacy Policy. You can choose to opt out of Google Analytics. 2 Years
_utmb For more information, see the Google Analytics Privacy Policy. You can choose to opt out of Google Analytics. 30 minutes
_utmc For more information, see the Google Analytics Privacy Policy. You can choose to opt out of Google Analytics. when you close your browser
_utmz For more information, see the Google Analytics Privacy Policy. You can choose to opt out of Google Analytics. 6 months

By using our website, you agree that we can place the types of cookies referred to above on your device. These cookies are used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookies collect information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from and the pages they visited.

If you do not want your browser to accept cookies, you can turn off the cookie acceptance option in your browser settings. Note: By doing this some areas of the website, features, and information may not function or display properly.

LINKS TO OTHER WEBSITES

Our websites contains links to external websites. This privacy policy only applies to our websites and services, if you use the links to visit external websites we encourage you to read their privacy notices.

 

Course Bookings and CPD Online

When you register with CPD Online, we will collect the following personal data:

  • Personal information (such as Title, Full name, Email, Job Title, Local Authority, Special Requirements)
  • School Information (such as Establishment)

Your information will be used in the following ways:

  • To set up and maintain your CPD online account
  • To administer the booking process of any courses you wish to attend
  • To store a record of your CPD attendance and course certificates, both past and future
  • To provide you with information or services which you request from us or which we feel are of interest to you (where you have agreed to this)

We use a third party, Webbased Ltd, to supply and support our CPD online service. We will not share your data with anyone else. We process your data as part of a contract with you, and we will keep it permanently to maintain your CPD record unless you ask us not to. If you wish to close your CPD online account and delete the data we hold on this system, please contact us at LDP-CPD@babcockinternational.com.

E-Store

When you register for an account on our eStore we will collect the following information:

  • Personal information (such as title, full name, email address, job title, phone number)
  • School Information (such as establishment name, post code, roll numbers)

Your information will be used in the following ways:

  • for administration and operational support for our Babcock LDP e-store, website and e-shop
  • billing information for invoicing of services
  • for administration, operational support and delivery of our products and services
  • to monitor and report on contract delivery progress
  • for marketing products and services which may be of interest to you and updates on our products and services including our Annual Service Level Agreement (SLA) Directory
  • to maintain the accuracy of information during the duration of the contract

This information may be shared with relevant internal teams including Finance and Resource Management. It will not be shared externally.  We will process your data as part of our contract with you, and will store your details as part of our records. If you wish to close your account and/or remove your personal information, please contact us at BabcockEducationSW@babcockinternational.com.

Online Shop

When you make a purchase from our online shop we will collect your personal information to fulfil your order. The information we collect includes:

  • Personal information: title, full name, email address, phone number, school role
  • Establishment information: school name, school address, postcode, DfE number

If you choose to pay using a credit card we will also collect:

  • Financial information: cardholder’s name, card type card number, expiry date, verification code

We will use the information you provide to deliver the products you contract us to provide by ordering from the online shop. We will share relevant information with authorised internal teams, such as Finance. We will store the information for 6 years as part of our financial records.

Musical Instrument Hire

When you hire an instrument, we will collect personal information which could include the following categories:

  • Personal information for the hire agreement: Name, Address, Telephone Number, Email address
  • Pupil Information: Pupil Name, School, eligibility for Free School Meals/Pupil Premium.

We will use these details as part of your contract with us for the following purposes:

  • To set up the hire agreement
  • To arrange for the instrument to be prepared
  • To record your information on our database
  • For invoicing and other administrative purposes

We will store these details for as long as you have an instrument on hire, plus a further 12 months.  Financial records will be stored for 6 years.
 

Learner Support Services

Our Learner Support services include the following teams:

  • Educational Psychology
  • Elective Home Education
  • Education Welfare
  • Special Educational Needs and Disabilities
  • Ethnic Minority Achievement
  • Gypsy Roma and Traveller Achievement

When we receive a request for support from these teams, we will collect information which could include the below categories:

Referrer personal information:

  • Name
  • Position
  • Educational Setting
  • Address
  • Telephone Number
  • Email address

Pupil personal information:

  • Name
  • Home Address
  • Gender
  • Date of Birth
  • Educational Setting Family details – parent/carer names and contact details, sibling names

We may also collect some sensitive information about the pupil, including:

  • Medical/Health information
  • SEN requirements
  • Information from other caseworkers involved with the pupil, such as assessments, reports. Care plans, risk assessments
  • Ethnicity

We collect and use this information under the performance of a contract to enable us to:

  • carry out our obligations as part of a contract between us and the educational setting/LA
  • support the pupil’s education
  • provide advice and support to the educational setting
  • provide reports and resources
  • monitor progress

We routinely share information with relevant services and organisations who are involved with the pupil, such as:

  • The local authority
  • Health/medical professionals
  • CAMHS
  • Occupational Therapists
  • Portage
  • Social Care
  • Advisory Teachers
  • Inclusion Officers

We will store pupil files containing all information relevant to our involvement with them until the pupil reaches the age of 25, as per statutory guidelines.

Child Performance/Exemption Licences

We provide chaperone licencing as part of our contract with Devon County Council, which forms part of their legal obligations.

When you apply for a child performance or exemption licence for your event, we may collect personal information from the following categories:

  • Personal information (of the responsible person): Name, Address, Email address, Telephone number
  • Child information may include but is not limited to: Name, Address, DOB, Email address, Parent/Carer details, Medical information

The information will be used for the below purposes:

  • Safeguarding the wellbeing of the children performing
  • Issuing the appropriate licence
  • Updating our database

The information will be stored for a period of 6 months following the last date of performance.

Chaperone Licences

We provide chaperone licencing as part of our contract with Devon County Council, which forms part of their legal obligations.

When you apply for a chaperone licence, the application form you complete will include the following categories of data:

  • Personal information (such as Title, Full name, Email, Telephone Number, Address)

You will also be required to apply for a Disclosure and Barring Service (DBS) check as part of the application and we will ask to see a copy of the certificate when you receive it.

We will use the information you supply to:

  • Assess your suitability as a chaperone
  • Perform admin functions in relation to your application
  • Create your licence
  • Update our database

Once created, your licence will be valid for a period of 3 years.  We will store your details for a period of 10 years from the date of the licence being issued.

Child Work Permits

We issue child work permits on behalf of Devon County Council, who have a legal obligation to provide this service.  When you apply for a child work permit, we will collect the following categories of information:

Business information: Business name, address, email address, telephone number, along with name and job title of the person making the application

Child information: Name, address, telephone number, date of birth, school, job title, hours to be worked, parent/carer name

The information will be used for the below purposes:

  • Assess suitability of workplace/position
  • Issue of work permit
  • Update our database

We will store these details for a period of 3 years from the date of the permit being issued.

School Governance Services

When you apply to become a school governor or clerk, we will collect the following information:

Personal information (Name, home address, email address, phone number, category of governor)

Establishment information (School name, school address)

This information will be stored on our database to maintain records of governors and clerks as part of our contract with Devon County Council. We will store it for the duration you are in post, and for the 12 months following, after which it will be deleted.

Outdoor Learning Services

When you book a trip to one of our Outdoor Learning centres, we will collect information to set up the agreement which may include the following:

Establishment name and address, full name of visit leader, phone number, email address.

We may also collect information of any adults or children who will be participating in events during their visit (where applicable) for statutory reasons. This could include:

Name, address, phone number, next of kin, medical information.

This information will be stored for 6 years following the visit.

NQT Services

During an NQT induction period at a Devon school, there is a statutory requirement for the NQT to be registered with us as part of our contractual agreement with Devon County Council who are legally obliged to hold these records.
As part of this service we will collect the following information:
NQT Personal Information: Name, email address, date of birth, school, Teacher Reference Number (TRN), NI number, performance assessments
Tutor Personal Information: Name, email address, school

We will use this information to:

  • Maintain our database of NQTs
  • Record NQT details on the Department for Education secure portal
  • Maintain records as specified by the Department for Education

We will share this information with the Department for Education as per the statutory guidance for the process.  The information will not be shared or processed for any other purpose.

The information will be kept for 6 years as is required by the Department for Education.  Following this period it will be securely disposed of.

Headteacher Recruitment

We are commissioned by Devon County Council to manage the process of Headteacher Recruitment for maintained schools in Devon.  When you apply for a Headteacher position, we will collect a number of categories of data from you including:

  • Personal Information: name, address, date of birth, address, email address, telephone numbers, NI number, qualifications, DfE teacher reference number, union and professional association membership
  • Employment Information: current and previous roles held, salary
  • Diversity Information: disability information, ethnic group

We will also collect details of any convictions, cautions or formal warnings as part of our Safer Recruitment process.

The information we collect will be used for the following purposes:

  • Updating our records and database
  • Selection of candidates for shortlisting
  • Inviting candidates for interview
  • Arranging employment contract (successful candidates only)

Your information will be shared with relevant stakeholders, which could include:

  • The school governing body
  • Interview panel
  • DCC Human Resources (HR ONE)
  • School Improvement Officers and advisers
  • DCC Head of Education and Learning and/or representatives

We will retain your details for the following periods:

  • Appointed candidates: for the duration of serving post, plus an additional 6 years
  • Unsuccessful candidates: for 12 months following the end of the recruitment process
     

Schools Data Collection

Devon County Council contract us to perform a statutory data collection on an annual basis.  The data we collect from schools may include the following:
Pupil Information: full name, date of birth, postcode, school attended, unique pupil number, gender, results

The purpose of collecting this data is:

  • To comply with statutory requirements
  • To compile performance statistics for school tables

The information will be shared with:

  • The Department for Education (DfE)
  • Uploaded to Nexus online portal
  • Returned to school to check it matches with their expectations

We will store the information for a period of 2 years, after which we will securely dispose of it.
 

Schools Moderation

We are contracted by Devon County Council and other local authorities to perform school moderation on 25% of maintained schools and 25% of academies annually.  As part of this process, we will collect information from schools relating to each class, which may include:
Pupil Information: full name, date of birth, postcode, school attended, unique pupil number, gender, results

We will use identified pupil information to:

  • Comply with statutory requirements
  • Ensure appropriate assessment levels are used
  • Creation of moderation school visit notes

The information may be shared with:

  • The Standards and Testing Agency (sponsored by the Department for Education)
  • Returned to school (as a pseudonymised visit report)

We will retain the information for a period of 4 years, following which it will be deleted.
 

School Statistical Data

As part of our contractual obligations with Devon County Council, we may collect personal information from a number of agencies including:

  • Devon County Council
  • Department for Education - National Pupil Database

The information we collect could include the below categories:
Personal Information: full name, date of birth, postcode, school attended, unique pupil number, gender, results

In addition, the following sensitive information may also be collected:
SEN requirements, religion, ethnicity, financially related information, such as eligibility for Free School Meals or Pupil Premium

We will use this information in the following ways:

  • To provide statistical data reports on school or pupil performance
  • To update Devon County Council’s education database

We will not share this personal information with anyone else.  The reports produced will not include data where any person can be identified.  Following the creation of reports and updates to the database we will delete any personal information.
 

Babcock LDP Associates

Associates who register to work for Babcock LDP will be asked to complete a registration process.  As part of this we will collect the following categories of data (where applicable):
Personal information: title, full name, address, email address, phone number, NI number, date of birth, place of birth, nationality, emergency contact, qualifications, teacher reference number, HPC reference number, unique tax reference, membership of professional bodies, public liability and professional indemnity insurance.
Employment information: Current employment status, previous employment history including employer name, address, job title, reason for leaving.  We will also hold copies of references.
Financial information: Bank/building society name, sort code, branch address, account name, account number

Information relating to safeguarding will also be collected which will include the following (where applicable):

  • Details of any convictions, cautions or driving licence endorsements
  • Registration on the Children’s Barred List
  • Any offences which are yet to be brought to trial

We will use the information for the below purposes:

  • To register you as an associate
  • To update our associate database
  • To set up relevant accounts required for the role you will perform, for example time recording and IT accounts where required
  • To ensure compliance with contractual obligations
  • For the completion of work schedules
  • To set you up as an approved supplier with Procurement

Limited relevant information will be shared as appropriate with authorised teams/persons, including allocated line manager, finance team, procurement team and administrators.

Associate details will be stored for as long as you are registered as an associate.  Financial records will be stored for 6 years.

NPQ Management Traiining

When you apply for NPQ training we collect the below categories of data:
Personal information: name, address, email address, phone number, qualifications
Employment information: establishment name, role, work address, employment history
Sponsor information: sponsor name, email address, role, school

The information will be used to:

  • Process your application to join the training
  • Contact you with relevant information such as course dates and content
  • Maintain our database of participants
  • Arrange invoicing and payment of the course (for paying candidates only)
  • Apply for funding (eligible participants only)

The information will be shared with the course trainers who may include approved external suppliers.  Participants who are eligible for funding will also have relevant details shared with the Department for Education for the purpose of applying for funding.
All information will be stored for 6 years following the end of the course.
 

Schools Library Service

When you request a service from our Schools Library team (either as part of a subscription or as a non-subscriber) we will collect some personal information relating to your request which could include:
Personal Information: name, email address, telephone number
Establishment Information: school name, county, local authority

The information collected will be used as part of our contract with you to:

  • Provide you with the requested service, e.g. topic box, book exchange
  • Record any loans/returns on our library management database

We will store your details for as long as you have items on loan from us. 
 

Survey Data

We may invite you to take part in surveys to provide us with feedback on our services, event planning or other subjects.  We use a third party service (SmartSurvey) for our survey functionality.  SmartSurvey are a UK based company who have been carefully selected and are fully compliant with all relevant data protection legislation.  

Depending on the survey presented, we may ask you to provide personal information which could include:

Name, job title, establishment, email address, telephone number

When we collect this information it could be used for the following:

  • To record your preferences relating to an event (where relevant)
  • To contact you relating to your comments (if appropriate)
  • To identify trends or statistics

We may share the data with:

  • Third parties involved with an event, such as venues, catering services etc. (where appropriate)
  • Relevant teams or services internal to Babcock LDP

We will not share or process your information for any other purposes.

We will delete all personal data no later than 2 years from the closing date of the survey.

Marketing

What information do we collect and where does it come from?
We collect personal information

· Personal information (such as Title, Full name, Email, Job Title, Local Authority, Telephone)
· School Information (such as Establishment, Registration Code)

when you:

  • register on our website
  • subscribe to our newsletters
  • complete an online form and/or opt in to receive marketing information
  • provide information using paper forms when you visit our exhibition stands at events

We also collect information when you voluntarily complete customer surveys, provide feedback and participate in any competitions we promote. Occasionally we buy marketing information from legitimate list brokers who collect school contact information from school websites made public.

How do we use your data?
We use personal data:

  • To keep you updated and send you information about our existing and new services
  • To give you access to web content
  • To send emails to individuals or schools with whom we want to develop or maintain a business relationship in accordance with applicable marketing laws.

We will not process personal information for any further processing other than the purpose it was obtained for. We want to communicate with you in a way that meets your needs and requests. Depending on the preferences you have already expressed, we might communicate with you by post, telephone, e-mail or text.

Where you have consented to receive marketing materials, we will send you information about products and services which may be of interest to you and updates on our products and services including our Annual Service Level Agreement (SLA) Directory.  If you have consented to receive marketing, you can opt out or update your preferences at any time using the unsubscribe/update your preferences link on the marketing email.  education.customercare@babcockinternational.com

Who do we share your information with?

  • Newzapp – our email broadcast provider that enables us to send high quality bulk emails to subscribers - Information shared includes name of recipient, job title and email address
  • Design/print & fulfilment suppliers who act on our behalf to print and send out hard copying direct mailings to customers/subscribers such as Service Directories and new product flyers. Companies used are Chalkface Design and Print and Knowledgepoint who are both procurement approved suppliers.  Information shared includes: name of recipient, job title, school name and full postal address
     

How long do we keep your data?
We will keep it permanently unless you ask us not to.  If you wish to be removed from any or all of our email newsletter mailing lists you can unsubscribe using the link at the bottom of the email or by contacting us at education.customercare@babcockinternational.com

 

INFORMATION SECURITY

Babcock LDP takes information safety seriously and as such we ensure your data is stored and processed using appropriate technical and organisational methods to ensure we comply with all relevant data protection legislation. 

Where we share data with external parties, all transfers of data are completed using secure methods to mitigate against the risk of any data being accessed by unauthorised persons.

Any third party suppliers are carefully checked to ensure they have appropriate security measures in place before we share/store any data with them.

 

WHO ELSE DO WE SHARE YOUR INFORMATION WITH?
In addition to any specific information provided at the point of data collection or elsewhere in this notice, we may disclose your personal information to others in the following circumstances and/or for the following purposes:

  • Where we are required to do so by the courts or to comply with other legal, statutory and/or regulatory obligations including accounting and taxation requirements
  • To prevent and/or detect crime
  • For audit and debt collection
  • For credit reference purposes (where applicable).

YOUR RIGHTS
Under data protection legislation you have the right to request access to information we hold about you. To make a request for your personal information we hold about you please contact our Data Protection Officer in writing to:

Data Protection Officer, 1000 Lakeside North Harbour, Western Road, Portsmouth, Hampshire, PO6 3EN

If we do hold information about you, we will:

  • Give you a description of it
  • Inform you why we are holding it
  • Tell you who it could be shared with
  • Provide you with a copy of it

You also have the right to:

  • remove consent to us processing your data (where we are processing it using the lawful basis of consent, for example by sending you newsletters)
  • have your personal data rectified if it is inaccurate or incomplete
  • request that we remove your personal data (other than name and email, which we will need to store to ensure we meet your request)
  • restrict the processing of your personal data, for example, ask us not to contact you
  • object to the processing of your data for specific purposes such as communications or direct marketing
  • ask for the transfer of your data electronically to a third party
  • lodge a complaint with the Information Commissioner’s Office (https://ico.org.uk/)

Babcock LDP will never sell your data. We will also never share your data with anyone to use for their own purposes unless disclosure is permitted or required by law.

Any breach of Data Protection legislation will be reported to Babcock LDP Data Protection Officer in accordance with Babcock’s Data Protection Policy.

CHANGES TO POLICY
This Privacy Notice was updated in April 2018. It will be reviewed at least annually and we will publish any changes we make to the Privacy Notice on our website.

CONTACT US
 
If you have any questions, need further information about our privacy practices, or would like to let us know that your details require updating, please contact:

  • by email education.customercare@babcockinternational.com
  • write to us at Babcock LDP, Privacy Notice Enquiry, Second Floor, Milford House, Pynes Hill, Exeter, EX2 5GF
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