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Solgrid for Solihull schools and academies > School extranet > Privacy policy

Privacy policy

This privacy policy covers use of the Solihull Council school extranet

Confidentiality and security

The school extranet is built using Microsoft SharePoint Online, which uses HTTPS to keep both you and us safe while you are using the school extranet.

We reuse your school (or organisation’s) Microsoft 365 or Google G-suite credentials to give you access to the extranet. We only know your username, email address and display name – that’s all.

We never know your password and never have access to any of your information that you store in Microsoft or Google. We just trust that your school has set up your account properly and you are who you say you are. When you try to access the extranet, our extranet asks you to confirm your credentials with either Microsoft or Google, and they (Microsoft or Google) then confirm to us that you’ve put in your details correctly.

We can only give access to people using school or organisation accounts. We have to assume that schools (or other organisations) revoke access to their accounts when the person leaves, which would also revoke the user’s access to the extranet. This would not happen if we gave access to personal accounts.

If you choose to access our online services, your information (username, email address, display name and linked activity on the extranet) may be shared with other council services to ensure our records are kept accurate. We may also need to share your information for the prevention and detection of fraud and/or other crimes or as the law requires.

Activity on the extranet is logged and may be monitored and used by Solihull Metropolitan Borough Council for reasons of security and for monitoring internal compliance with our policies. The contents of the extranet (inluding logs) may have to be disclosed to third parties under Data Protection legislation. We will take appropriate steps to protect personal data as the law requires.

Virus protection

We make every effort to check and test the material on our site but its good practice to have an anti-virus programme on your device. We cannot accept any responsibility or liability for any loss, disruption or damage to your data or to your computer system, which may occur as a result of using material from our site.

Cookies

By default, all SharePoint Online cookies are session cookies. When the browser is closed, the cookies are deleted and are not saved to the browser’s cache.

Office 365 does use persistent cookies if you select the Keep Me Signed In button when you log in and if you are using Azure AD. These cookies are saved to the browser’s cache and will be stored even if the browser is closed or the computer is restarted.

The number of authentication prompts is reduced if you use persistent cookies which can improve the user experience.