Privacy & Cookie Policy

We do not share information that you give us with any third-parties.

This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer / device.

Cookies are small files saved to the user’s computer hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.

Users are advised that if they wish to deny the use and saving of cookies from this website onto their computer’s hard drive they should take necessary steps within their web browser security settings to block all cookies from this website and its external serving vendors.

This website uses tracking software to monitor its visitors to better understand how they use it. The software will save a cookie to your computer hard drive in order to track and monitor your engagement and usage of the website but will not store, save or collect personal information.

 

Centrally Hosted SIMS and FMS – Privacy Notice

1. Introduction

The ICT Service is a part of Cambridgeshire County Council and is fully committed to keeping your information safe.

This privacy notice is to help you understand what information The ICT Service collects, the purpose for which it is collected and who we share the information with. It also explains the decisions that you can make about your information.

This notice will provide you with the following information:

  • Accountability
  • Who is collecting information about my organisation?
  • What information are you collecting about my organisation?
  • Why are you collecting this information?
  • What is the legal basis for processing my organisations information?
  • Who might you share my organisations information with?
  • Where might you transfer my organisations information outside the UK?
  • How long do you keep hold of my organisations information?
  • What if I chose not to give you my organisations information?
  • Will you process my information or my organisations for purposes my organisation may not be aware of?
  • Where is my organisations information processed?
  • What rights do I have?

For the purposes of this Privacy Notice:

“Information” means the data held within SIMS/FMS application
“Customer” means the establishment that purchases the service. i.e. individual school, Multi Academy Trust
“Data Controller” refers to the Customer
“Data Processor” refers to The ICT Service
“Data Subject” refers to a living persons details that are recorded in the SIMS/FMS application by the Data Controller
“Individual” refers to a person or employee who is associated with a named Customer
“EEA” is the European Economic Area
“Organisation” refers to the individual school or academy

2. Accountability

The ICT Service provides you, the customer, with hosted SIMS/FMS that enables you to store the information for your school, and its associated pupils, staff and contacts, that is required for statutory and /or legal reasons as well as providing a service that assists with school processes and performance.

As you are responsible for the information that is entered and maintained in hosted SIMS/FMS, this makes you, the customer, the Data Controller. The ICT Service delivers the service that provides you with the ability to store this information and as such does not enter your information into this system for you, this makes The ICT Service the Data Processor. As a Data Processor, The ICT Service provide a hosted service that includes the application and customer data as well as support services to the customer.

As the Data Controller you are responsible for the information in the SIMS/FMS system and must be able to demonstrate compliance with the Data Protection Act and General Data Protection Regulations for the processing of personal information.

The ICT Service must demonstrate the same compliancy for any processing of your SIMS/FMS Data.

Details of the Data Protection Act Principles are detailed on the Information Commissioner’s Office website: https://ico.org.uk/for-organisations/guide-to-data-protection/data-protection-principles/

3. Who is collecting information about my organisation?

The ICT Service
Speke House
Compass Point Business Park
Stocks Bridge Way
St. Ives
Cambridgeshire
PE27 5JL

Website: https://theictservice.org.uk/

Should you have any queries relating to the collection of your information or about this policy please contact the Data Privacy Officer at support@theictservice.org.uk

4. What information are you collecting about my organisation?

For the purposes of delivering hosted SIMS/FMS to your organisation, the contents of your organisations existing SIMS/FMS data is stored on our hosted SIMS/FMS servers, together with administrative files in the shared file storage and the hosted email systems.

We also collect session information from those users accessing our system, this includes the use of third party technologies, these include, Google Analytics and logs from Microsoft Applications.

This information will be used for the following:

  • To enhance the security of the system by tracking suspicious and anomalous behaviour.
  • To assist The ICT Service support and operations functions to tune their services to provide scalable and performant software using utilisation information over a period of time
  • To monitor the usage of our services and systems to support the development and enhancement of future features

See Cambridgeshire County Council’s data privacy notice at https://www.cambridgeshire.gov.uk/data-protection-and-foi/information-and-data-sharing/privacy-statement/ for information on customer information collected as part of the SIMS/FMS Service.

5. Why are you collecting this information?

In order to meet the contractual requirements of the SIMS/FMS Service to the customer, SIMS, FMS, file storage and email storage is hosted on our systems.

On occasion, we may request customer permission to use customer SIMS data for development and test purposes to develop enhancements against the future service. Where this is agreed, The ICT Service will provide the customer with Data Agreement of Use form that details the terms of use of customer data under this agreement.
Service usage and performance information is used to understand the service and to make further enhancements that will benefit our customers.

6. What is your legal basis for processing my organisations information?

The ICT Service has a contractual obligation for the processing of customer SIMS/FMS data, file and email storage for the purposes of providing a hosted service to the customer.
The ICT Service, as data processor, supports the customer to meet their legal requirements and as data controller, it is the customer’s responsibility to ensure that they have a legitimate reason for processing the data subject’s information entered into hosted SIMS/FMS.

7. Who might you share my organisation’s information with?

We may share your SIMS/FMS data and/or school information with the following parties:

  • Internal ICT Service parties for the purpose of data investigation as and when issues are reported by the customer
  • Capita for the purpose of data investigation as and when issues are reported by the customer.
  • To comply with any court order or other legal obligation

It should be noted that your information is only shared with other parties where the customer has provided prior consent to do so and is stated in your contract with the exception of a legal obligation.

8. Where might you transfer my organisation’s information outside of the EEA?

The ICT Service will not be transferring any data outside of the EEA

9. Is my organisation’s data processed other than for the purposes of the use of hosted SIMS/FMS?

No

10. How long do you keep hold of my organisation’s information?

SIMS/FMS information will be hosted by The ICT Service for the duration of the contract with the customer. In the event of a contract termination the information will be returned to the customer and removed from the production ICT Service systems. Copies of the data may be held in Backup cycles for up to 7 years.
SIMS/FMS information shared for the purposes of data investigations and fixes via The ICT Service’s Service Desk is held for the full time of the investigation and all data is destroyed within 90 days of the fix being issued.

11. What if I choose not to give you my organisation’s information?

If you are unable to provide your school establishment details then we will not be able to enter a contract with you. We require this information in order to provide a contract between your school establishment and The ICT Service which includes the Terms and Conditions of the service.

In the event that you report a data issue with your SIMS/FMS information to the Service Desk and you choose not to issue consent to use your school SIMS/FMS information, we may not be able to offer our full range of support that requires a copy of your SIMS/FMS information for further investigation.

12. Will you process my information for purposes I may not be aware of?

No

13. Where is my organisations data processed?

The SIMS/FMS service is hosted on a secure managed service, with the main system hosting provided in Cambridgeshire County Council’s Data Centre in Cambridge. Some is also processed via Microsoft Azure® UK, which is reliable and resilient. Microsoft Windows Azure has G-Cloud Impact Level 2 (IL2) from the Cabinet Office for use across the UK Public Sector. All data is securely stored and processed within the EU and complies with UK data protection standards and requirements.

14. What security is in place for my organisations data?

See Question 13.

Hosting and management of hosted SIMS/FMS infrastructure is undertaken fully by The ICT Service on behalf of the establishment, including the provision of all software, maintenance operations, upgrades and background supporting processes. Application security is SSL (TLS 1.0): The SSL method requires the use of TLS 1.0 to authenticate the RD Session Host server. A High setting for encryption is also applied so data sent from the client to the server and from the server to the client uses strong 128-bit encryption. Clients that do not support TLS and this encryption level cannot connect to RD Session Host servers.

The Data Centre Services and network are subject to rigorous firewall and intruder detection testing.

15. Is there a cookie policy?

Cookies are only used for Hosted SIMS and FMS to capture client device information to aid reconnections to existing sessions. When a user connects to the platform a cookie is checked and then verified against a database, if an existing session with all matching details exists users will be reconnected to their existing session otherwise a new session is created.

16. What rights do I have?

The right to be informed:
The ICT Service have an obligation to provide you, the customer, with fair processing information. This is delivered to you in the SIMS/FMS Privacy Notice and includes information relating to the processing of your school file, email and SIMS/FMS information.

The right of access:
This does not apply to The ICT Service for SIMS/FMS who act as a data processor and are not responsible for subject access requests for information stored in SIMS/FMS or other stored files or email, these are to be conducted by the customer, as data controller.

Where you wish to make a request to access data that The ICT Service hold about you or your organisation, please refer to Cambridgeshire County Council’s data privacy notice at https://www.cambridgeshire.gov.uk/data-protection-and-foi/information-and-data-sharing/privacy-statement/

The right to rectification
Please refer to Cambridgeshire County Council’s data privacy notice at https://www.cambridgeshire.gov.uk/data-protection-and-foi/information-and-data-sharing/privacy-statement/ for contact information to rectify or update any information that The ICT Service has recorded against you or your organisation in their systems.

The right to erasure (also known as the “right to be forgotten”)
As data controller, it is the customers responsibility to respond to and act upon requests where the data subject has requested for the removal of information stored about them in SIMS/FMS or other stored files or email.

Please refer to Cambridgeshire County Council’s data privacy notice at https://www.cambridgeshire.gov.uk/data-protection-and-foi/information-and-data-sharing/privacy-statement/ for contact information to make such request to The ICT Service on information stored about you or your organisation in their systems.

The right to restrict processing
Individuals who are associated with a customer have the right to request that processing of their information is not processed. As data controller, the customer must respond to such requests.

The right to data portability
Upon termination of the SIMS/FMS contract, as a customer, you have the right to request a copy of your SIMS/FMS data in a format that is compatible with other systems. You should make such requests via the Service Desk and note this may be subject to a charge.

What people say about us

Customer service is great. Clear and concise information always given very promptly, nothing is too much trouble.

H. Leete, Gamlingay First School about The ICT Service Helpline

Kath answered my call and as ever was brilliant, sorted the problem out immediately and gave me instructions on how to fix the problem should it occur again.

S. Byford, Elm Primary School about The ICT Service Helpline

As always your lovely staff are helpful and instructive dealing with my often stupid mistakes!

G. Topley, Fen Ditton Primary School about The ICT Service Helpline

Always helpful and understanding, no matter how small the problem!

S. Dickinson, Fen Drayton Primary School about The ICT Service Helpline

Rob was very helpful as always and resolved my query by logging into my screen to show me how to do what was needed. Thank you.

D. Hewett, Kimbolton Primary Academy about The ICT Service Helpline

Donna worked very quickly to resolve the issues.

S. Butler, Holywell Primary School about The ICT Service Helpline

Excellent response producing successful result. Thank you Michaela!

C. Ashley, Ely St John's Primary School about The ICT Service Helpine

The issue was dealt with very quickly and Kath also telephoned to ensure that it was working correctly.

L. Dennis, Isleham Primary about The ICT Service Helpline

Really helpful as usual and sorted the problem speedily. Thank you. Will make my life much easier today!

S. Dickinson, Fen Drayton Primary School about The ICT Service Helpline

I spoke to Donna. She is always friendly and extremely helpful as are all the Helpline team

K. Dixon, Ridgefield Primary School about The ICT Service Helpline

Always good to know that Jane is just a phone call away :)

L. Fowler, Abbey College about The ICT Service Helpline

Jo Puckering was very helpful with our request. Thank you Jo!

H. Owen, Shirley Primary School about ELearning

I felt that the issues we had were easily dealt with and helpful advice was given.

S. Preston, Pilgrim Pupil Referral Unit about The ICT Service Helpline

So happy you are at the end of the phone line for never-ending queries!!!

C. Robinson, Meldreth Primary School about The ICT Service Helpline

Quick response and problem sorted quickly. Kept informed and problem resolved - thank you!

J. Watts, Little Paxton Primary School about The ICT Service Helpline

What would we do without you?

C. Robinson, Meldreth Primary School about The ICT Service Helpline

The problem onsite following our LAN re-configuration was complex, needing Matt's expertise to fully resolve our wireless and printing issues. It took a while, the issues were multiple and had to be pinned down individually. As we uncovered various issues, Matt reconfigured aspects of our switches to resolve them. All is now working well.

C. Clee, Crosshall Junior Academy about Technical Services

Efficient, polite and kept me well informed. Lovely telephone manner. The issue was dealt with quickly enabling me to continue with my busy day. I was told exactly what the problem had been.

C. DeMartino, Castle Special School about The ICT Service Helpline

What would I do without you? I can't thank you enough for the way you support me, and that goes to the whole team, you are all a credit to The ICT service. Knowing you are there makes the day a bit better. I can pick up that phone have a wobble and help is on hand.

R. Mack, Fields Children's Centre about The ICT Service Helpline

As always, Rob was very helpful and efficient.

M. Ramsey, Grove Primary about The ICT Service Helpline

As always, the knowledge and assistance was second to none.

J. Medvesek, UTC Cambridge about The ICT Service Helpline

Usual helpful and patient advice. Thank you very much!

A. Maskell, St Matthew's Primary School about The ICT Service Helpline

Jane was extremely polite, helpful and definitely knowledgeable. I was happy and confident as she explained to me how she was able to resolve my issue, and did so in a short space of time. I am always impressed how staff on the Helpline know so much!

J. Pollock, Abbots Ripton Primary School about The ICT Service Helpline

Very helpful on the phone. I was very pleased with the quick response. If anything I was the one slow in responding to the email I was sent. Thank you for all your help.

J. Branch, Upwood Primary School about The ICT Service Helpline

Always extremely helpful and knowledgeable- Thank you

E. Rudd, Hartford Junior School about The ICT Service Helpline

Donna is always so helpful and resolves issues. Thank you!

S. Dickinson, Fen Drayton Primary School about The ICT Service Helpline

Michaela explained problem perfectly and enabled me to create and link further codes without any problems. Thank you.

M. Seaton, Coates Primary School about FMS – The ICT Service Helpline

As always, Rob was very helpful and sorted out my problem speedily and efficiently as I was on a short timescale!

M. Ramsey, Grove Primary about The ICT Service Helpline

Pleasant and very helpful. Thank you

M. Bennett, Granta Special School about The ICT Service Helpline

Very happy with all aspects of the resolution process. I even found answers to questions I hadn't asked! Thank you

C. Ashley, Ely St John's Primary School about The ICT Service Helpline

Solved problem straight away. Many thanks.

M. Seaton, Coates Primary School about The ICT Service Helpline

Really appreciated the clear guidance and information which helped fully resolve the issue I had and increase my understanding of the system I was using.

L. Billington, Granta Special School about The ICT Service Helpline

Excellent help straight away. Thank you.

M. Seaton, Coates Primary School about The ICT Service Helpline

Polite, professional and sorted out my issue quickly. In addition, the Helpline rep gave me tips on how to solve the problem should it arise again.

A. Howell, Monkfield Park Primary School about The ICT Service Helpline

Always so quick and professional.

Clerk of Governors, Swaffham Bulbeck Primary School about The ICT Service Helpline

Always helpful and patient!

S. Dickinson, Fen Drayton Primary School about The ICT Service Helpline

Excellent help from Kath - many thanks.

M. Seaton, Coates Primary School about The ICT Service Helpline

Issue resolved quickly by a helpful member of staff

C. Munroe, Spaldwick Primary School about The ICT Service Helpline

The engineer, Matt, worked very hard to resolve the issue as fast as possible, without his skills and knowledge the issue would have taken me much longer I cannot praise him high enough.

S. Rumbelow, Sir Harry Smith Community College about Technical Services

Sharon was very helpful, she dealt with query very quickly

A. Watson, Orchards Primary School about The ICT Service Helpline

As I am new to the role I am very grateful for the patient and helpful approach adopted by The ICT Service Helpline Team

S. Murray, Bewick Bridge Primary School about The ICT Service Helpline

Excellent service.

P. Steel, Castle Camps Primary School about The ICT Service Helpline

I spoke with Jane on the helpline she was such a great support giving me invaluable advise and help. I couldn't have asked for anything more. Great work.

D. O'Bryan, Great & Little Shelford Primary School about The ICT Service Helpline

I was unsure of how to put an online questionnaire onto the school website, I needed assistance with this! Help was received very promptly and efficiently and this enabled me to help another member of staff. Thank you Jo :)

A. Sheldon, Monkfield Primary School about School Website Service

Everyone on the helpdesk are so helpful and they always sort out any problems speedily and efficiently. Thank you.

S. Dickinson, Fen Drayton Primary School about The ICT Service Helpline

No complicated IT talk, just plain, good information and help as requested.

Clerk of Governors, Swaffham Bulbeck Primary School about ELearning

As always, no complaints with the service. Problem was resolved promptly without any fuss and certainly without making me feel useless :)

S. Pilkington, Spinning Infants School about The ICT Service Helpline

An online request was made, no assistance was given on a 1-2-1 basis, but the issue was resolved very quickly!

S. Collins, Granta Special School about Online Helpdesk – The ICT Service Helpline

Life-saving restoration of folder from Central Hosting - Thanks very much.

D. Baslington, Bellbird Primary School about The ICT Service Helpline

Latest tweets

Fancy a change? New role? https://t.co/uEcYxukfGB

08 June 2018

The ICT Service is celebrating Accreditation success for its support for schools using Capita SIMS and FMS tools.… https://t.co/H3xPmWzMhs

08 June 2018

Anyone looking for business support work!? 😊 https://t.co/v5kRZGDKXq

06 June 2018

Come and work for us! We're looking for a new, enthusiastic and organised Business Support Administrator - closing… https://t.co/53QySVXlzC

05 June 2018

Come and work for us! We're looking for a new, enthusiastic and organised Business Support Administrator - closing… https://t.co/s4KEi5dWjW

05 June 2018