Privacy – Attendance Matters

Privacy Notice October 2020

Our contact details

Name: Eduboard Limited T/A askEddi (“The Company”)

Company Number 10570208, ICO Registration ZA278740

Address: 30 Crosby Road North, Liverpool, Merseyside L22 4QF

Phone Number: 0333 880 4403

E-mail: support@askeddi.com

Attendance Matters is a project collaboration between the Association of School and College Leaders (ASCL), a pilot group of schools from different local authorities in North West England, School Leaders across the country and askEddi, through the forum of the Open Data Project for Schools.

Attendance Matters makes attendance data useful with insights that are trackable against current and past terms, and can be used to benchmark against other schools in your MAT and nationwide.

Schools can access reports on individual students, registration groups and year groups. Review detailed information on authorised and unauthorised absence marks including late sessions.

Eduboard Limited provide the Attendance Matters and Assessment products on the askEddi platform and the Open Data Project for School website to deliver a secure web portal to analyse school attendance data.

The type of personal information we collect

The data we collect and process can be categorised as follows:

Business Data School Data
Users’ names and contact information (including email addresses);
Details of interactions that the School has with the Company regarding the Product, together with any other information that the School and chooses to provide the Company with, for example, through correspondence and interactions with our customer and technical support teams;
Information collected automatically relating to the Product to include information e.g. a user’s IP address, device type, unique device identification numbers and login information, browser type and version, time zone setting, operating system and platform, broad geographic location (e.g. country or city-level location) and other technical information;
Information collected automatically relating to the Product about how a User’s device has interacted with the Site, including the pages accessed and links clicked, download errors, length of visits to certain pages, page interaction information, and methods used to browse away from any page.
School name and contact information (including school postal address, phone number and email address),
Pupils’ first, middle and last names,
Unique Pupil Number (UPN),
Dates of birth,
Class year groups,
Attendance information,
Cohort analysis indicators held on school MIS i.e. FSM, Pupil Premium    

How we get the personal information and why we have it

The personal information we process is provided to us directly by the subscribing secondary schools. We automate collection of data from a school’s MIS through the Wonde integration tool. We collect this data for the following reasons:

  • To fulfil the contractual arrangements with the schools
  • To meet the purpose of the Attendance Matters product as outlined above

Other than the parties authorised by the Agreement and detailed below, we will not share this information with any third parties.

You are not obliged to share information with us, but we would be unable to fulfil our contractual obligation to you if you do not provide it.

Under the General Data Protection Regulation (GDPR), the lawful basis we generally rely on is Article 6(1)(b) for processing this information.  However, we feel it is helpful to set out the lawful bases that may be relied on by the schools that are sharing data with us. Schools should ensure that they have selected and documented the appropriate legal bases for their purposes. Data subjects should ascertain the school’s legal bases from the schools.

Type of data Shared by Shared with Lawful basis
Business data the secondary school Eduboard Ltd via the askEddi platform Article 6 (1) (b) Contract
School data the secondary school Eduboard Ltd via the askEddi platform Article 6 (1) (e) Public Task
Eduboard Ltd via the askEddi platform the secondary school Article 6 (1) (b) Contract

How we store your information

For School Data

Name Processing Weblink
Amazon Web Services Electronic data storage, cloud server and transmission service https://aws.amazon.com
Microsoft (Azure, Office365) Cloud Provider https://azure.microsoft.com https://microsoft.com/en-gb/microsoft-365

For Business Data

Name Processing Weblink
Amazon Web Services Electronic data storage, cloud server and transmission service https://aws.amazon.com
Microsoft (Azure, Office365) Cloud Provider https://azure.microsoft.com https://microsoft.com/en-gb/microsoft-365
Tidio Third Party Customer Service platform https://tidio.com
Capsule CRM Third Party Customer Service platform https://capsulecrm.com
Sage One Financial management service platform https://sageone.com

We do not share your data with any third party not contemplated by the Terms & Conditions or Data Sharing & Processing Agreement (including the Participation Agreement).

As this is a long-term project school data will be retained for as long as the annual subscription is renewed.

We will then dispose your information by deleting all student and attendance and or assessment records from the system.

We will retain the Business Data for the period of the subscription plus 12 weeks (to enable a smooth transition between periods of subscription).

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

How these rights apply, will depend on the type of data, and the basis under which we process it. Please feel free to contact us to discuss or to make a request.

Please contact us at:

Eduboard Limited

30 Crosby Road North,

Liverpool,

Merseyside

L22 4QF

Phone Number: 0333 880 4403

E-mail: support@askeddi.com

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us using the details above

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk