Last updated: August 16th, 2024

PRIVACY NOTICE 

FOR THOSE APPLYING FOR THEIR CHILD/CHILDREN TO SIT THE 

SCHOOLS’ ENTRANCE ASSESSMENT GROUP

ENTRANCE ASSESSMENT



1. About Schools’ Entrance Assessment Group

The Schools’ Entrance Assessment Group (SEAG) will act as a data controller of the personal information you provide to us for the purposes of administrating the SEAG Entrance Assessment.

This Privacy Notice describes how SEAG collects and uses personal information about you and your child throughout the assessment process, in accordance with the General Data Protection Regulation (GDPR). We are required under GDPR to provide you with these details.

This Notice does not form part of any contract to provide you with services. SEAG may update this Notice at any time but, if it does so, it will update the Notice held on its website as soon as practically possible.

If you have any questions about this Privacy Notice or how SEAG handles personal information, please contact SEAG, who will deal with your query. SEAG can be contacted at Schools’ Entrance Assessment Group Ltd.,4th Floor Donegall House, Donegall Square North, Belfast, Northern Ireland, BT1 5GB.

2. The information SEAG collects

SEAG currently collects and processes the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details).

• All the personal information provided to SEAG on the Parent / Guardian registration and Pupil Application/ Registration forms.

• The school where your child will be sitting the Entrance Assessment.

• Any information regarding Access Arrangements requested, provided on the SEAG ‘Request for Access Arrangements’ application form. The decision made by the Access Panel regarding the access request.

• Payment or Free School Meals Entitlement information.

• The outcomes achieved by your child in the SEAG Entrance Assessment.

• Usage data.

3. Retention of the information collected

Your information is securely stored.

When you provide SEAG with personal information it will be kept for as long as necessary to comply with any statutory or legal obligations or for audit purposes.

In accordance with GDPR, SEAG does not store personal information indefinitely; data is only stored for as long as necessary to complete the task for which it was originally collected. SEAG will then dispose of your information in a secure manner.

4. Use of your personal data

SEAG may use personal data for the following purposes:

• To provide and maintain services – including to monitor the usage of its service.

• To manage your account – to manage your registration as a user of the service. 

• To contact you – to contact you by email, telephone calls, SMS, or other equivalent forms of electronic communication such as a mobile application’s push notifications regarding updates or informative communications related to the functionalities, products or contracted services, including the security updates, when necessary or reasonable for their implementation.

• To manage your requests – to attend and manage your requests to SEAG.

• For business transfers – SEAG may use your information to evaluate or conduct a merger, divesture, restructuring, reorganisation, dissolution or as part of bankruptcy, liquidation or similar proceedings, in which personal data held about its service users are among the assets transferred.

• For other purposes – SEAG may use your information for other purposes, such as data analysis, identifying usage trends, determining the effectiveness of its promotional campaigns and to evaluate and improve it service and your experience.

5. Your data protection rights

Under data protection law, you have rights including:

• Your right of access – you have the right to ask SEAG for copies of your personal information.

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

• Your right to erasure – you have the right to ask SEAG to erase your personal information in certain circumstances.

• Your right to restriction of processing - You have the right to ask SEAG to restrict the processing of your personal information in certain circumstances.

• Your right to object to processing - You have 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 SEAG 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, SEAGhas one month to respond to you.

6. Please contact us at privacy@seagni.co.uk if you wish to make a request.

7. What SEAG does with your information

SEAG holds the information provided on the SEAG application form on a central database which is the register of all those who have applied to sit the Entrance Assessment for that year.

SEAG uses the information to allocate a SEAG school (Assessment Centre) for your child to sit the Entrance Assessment.

The following personal information is then sent to the Assessment Centre for it to carry out administration tasks required for managing the assessment process:

• Your child’s name, gender, date of birth, application number, primary school, home address, parent / guardian, medical needs, Access Arrangements, contact name and phone numberplus the emergency contact name and phone number.

The above information is then sent to the Test Provider for use in preparation of Answer Sheets and Assessment Outcomes for your child

The standardised SEAG Entrance Assessment Outcomes for your child are sent by the Assessment Test Provider to SEAG and entered into the SEAG database.

These outcomes are available for you to access and download on the “Results Day”, as well as to the school where your child sat the Entrance Assessment and to their primary school. 

If you apply for Access Arrangements, information will be provided to those who make up the Access Panel in order for them to make an informed decision. Only the information regarding your application for Access Arrangements will be provided to the Access Panel.

SEAG does not share or give any information to external companies for their own marketing purposes.

8. Access to details

You may wish to make an informal request to see the information SEAG has for you or your child. SEAG will be happy to discuss these requests with you, but it will need to protect your confidentiality. SEAG therefore may ask you to prove your identity or provide a written authority before making the information available to you.

9. How SEAG stores your data

SEAG has put in place appropriate security measures to prevent personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, SEAG limits access to your information to those employees who have a need to know. They will only process personal information on SEAG’s instruction and they are subject to a duty of confidentiality.

The central database is held on a secure server located within the UK. The database is password protected and the password is only available to those users who require access to it.

If you have any concerns regarding how your information is held, please contact SEAG.

10. How SEAG uses cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

SEAG uses traffic log cookies to identify which pages are being used. This helps analyse data about web page traffic and improve our website in order to tailor it to customer needs. SEAG only uses this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help SEAG provide you with a better website, by enabling it to monitor which pages you find useful and which you do not. A cookie in no way gives SEAG access to your computer or any information about you, other than the data you choose to share.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

11. General Terms and Conditions

In accessing the SEAG website for the purpose of entering your details and those of your child in the registration process for the SEAG Entrance Assessment, you have accepted that: 

• SEAG may share your child's Entrance Assessment Outcomes with his / her primary school;

• SEAG will share your child's Entrance Assessment Outcomes with the Assessment Centre at which your child took the examination and with any SEAG school to whom a post-primary transfer application is made, for the purposes of application of their Admissions Criteria;

• SEAG will share information about your child with GL Assessment for the purpose of registration for the Entrance assessment and production of outcomes;

• You may request one re-mark of your child’s assessment outcomes and that any change that may result may be higher or lower than the original outcomes and that the re-mark outcomes will be final;

• All Assessment material used remains the property of GL Assessment;

• The Schools' Entrance Assessment Group Ltd may alter any or all of the arrangements for the planning, conduct and marking of the SEAG Entrance Assessment and will, in that event, endeavour to inform parents / guardians of such in advance.

12. How to complain

If you have any concerns about SEAG’s use of your personal information, you can make a complaint by contacting SEAG at Schools’ Entrance Assessment Group Ltd.,4th Floor Donegall House, Donegall Square North, Belfast, Northern Ireland, BT1 5GB OR at privacy@seagni.co.uk .

You can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how SEAG has used your data.

The ICO’s address is:

​3rd Floor

​14 Cromac Place

​Belfast

​BT7 2JB

​Telephone: 0303 123 1114

​ICO website: www.ico.org.uk