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Privacy Notice: HaloPSA (Halo Professional Services Automation) Use by Schools ICT

Overview

This privacy notice explains how Schools ICT, part of East Sussex County Council, processes personal information relating to users of HaloPSA. HaloPSA is used by authorised Schools ICT staff to log and manage incidents and service requests.

East Sussex County Council takes data protection seriously. Your information will be used in accordance with data protection legislation, stored securely, and processed only where there is a lawful basis to do so.

What Information Is Being Used?

To provide IT support and manage IT services, we may collect and process:

  • Name
  • Job title
  • Organisation/company
  • Work email address
  • Work telephone number
  • Country/region

Where necessary to fulfil a request, we may also collect a home or work address, for example where equipment needs to be delivered to your location.

How Will Your Information Be Used?

Your information will be used for the purpose of providing IT support and managing IT services in line with organisational requirements.

We aim to maintain high standards, adopt best practice in record keeping, and regularly review our services. Your information will never be sold for direct marketing purposes.

Our staff are trained to handle personal information appropriately and to protect confidentiality and privacy.

Your information is processed within the UK or in countries that have an appropriate adequacy arrangement with the UK.

What Is the Legal Basis for Processing Your Information?

The lawful basis for processing your information is:

  • Article 6(1)(e) UK GDPR – processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the Council.
  • Article 6(1)(b) UK GDPR – processing is necessary for the performance of a contract.

How Long Will Your Information Be Kept?

Information relating to incidents and service requests will be retained for six years following closure of the associated incident or service request.

Sharing Your Information

Information may be shared between IT teams where necessary to provide services and support. This may include:

  • Internal East Sussex County Council teams
  • Approved contractors
  • Other local authorities where services are shared

Any sharing of personal information is undertaken:

  • On a case-by-case basis
  • Using only the minimum information necessary
  • With appropriate security controls in place
  • In accordance with applicable legislation

Information is only shared with organisations or individuals who have a legitimate need to know, or where you have consented to the sharing.

We may also use information to assist in the detection and prevention of crime or fraud and may share information with bodies responsible for inspecting or managing public funds.

Where East Sussex County Council uses trusted third-party organisations to process information on its behalf, this will only occur where necessary for the performance of a contract. All commissioned organisations are contractually required to comply with data protection legislation.

Your Rights

Under data protection legislation, you have the right to:

  • Be informed about how your information is used
  • Request access to your personal information
  • Request correction of inaccurate or incomplete information
  • Request deletion of your information where there is no lawful reason for continued processing
  • Request restriction of processing
  • Request transfer of your information to another IT system.
  • Object to the processing of your information
  • Challenge decisions made solely by automated means

Further information about your rights can be found on East Sussex County Council’s website.

How to Find Out More or Make a Complaint

If you have questions about how your information is used, please contact:

Schools ICT
East Sussex County Council
St Anne’s Crescent
Lewes
BN7 1UE

Email: info@schoolsict.services

If you are dissatisfied with how your information has been handled, you can contact East Sussex County Council’s Customer Services Team or Data Protection Officer.

You also have the right to raise a concern with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Telephone: 0303 123 1113 or 01625 545 745

Website: https://ico.org.uk

 

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