Privacy notice (how we use pupil information)
Introduction
We collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE).
The categories of pupil information that we collect, hold and share include:
- Personal information (such as name, unique pupil number and address)
- Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Assessment information (such as what levels are achieved and progress made)
- Relevant medical information (such as allergies, medical conditions and medication needed)
- Special Education Needs Information (such as whether there are any additional needs and what support and interventions have been given)
- Exclusions and behavioural information (such as if there have been any behaviour incidents or a need to exclude as a result of an incident)
- Child Protection Information (such as a safeguarding concern or disclosures which have been made)
- Collection information and contact details (such as may be needed for school trips and activities)
Why we collect and use information
We use the pupil data: - to support pupil learning - to monitor and report on pupil progress - to provide appropriate pastoral care - to assess the quality of our services - to comply with the law regarding data sharing - to ensure pupil safety
The lawful basis on which we use information
We collect and use pupil information under Article 6
6(1)(c) – it is necessary for the compliance with a legal obligation to which the school is subject – i.e. to provide an education to its pupils.
We collect and use pupil information under Article 9:
(d) processing is carried out in the course of its legitimate activities with appropriate safeguards by a foundation, association or any other not-for-profit body with a political, philosophical, religious or trade union aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects;
Departmental Censuses for example
- to monitor and report on pupil progress and KS1 and KS2 data collection
- Phonics screening checks
- Exlusion Reviews
- School preferences and admission appeals
- School capacity surveys
- School workforce surveys
The information about this can be found in the census guide document on the following website: https://www.gov.uk/education/data-collection-and-censuses-for-schools
Collecting pupil information
Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.
Storing pupil data
We hold pupil data for varying lengths of time depending on the type of data according to the School Records Retention Schedule but this can be up to 50 years for example for a risk assessment.
Who we share pupil information with
We routinely share pupil information with: - schools that the pupil’s attend after leaving us - our local authority - the Department for Education (DfE) - School Nurses - NHS - Social Services
Why we share pupil information
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.
We share pupils’ data with the Department for Education (DfE) on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring.
We are required to share information about our pupils with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
Data collection requirements
To find out more about the data collection requirements placed on us by the Department for Education (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
The National Pupil Database (NPD)
The NPD is owned and managed by the Department for Education and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. It is held in electronic format for statistical purposes. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013. To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
The department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and based on a detailed assessment of:
- who is requesting the data
- the purpose for which it is required
- the level and sensitivity of data requested: and
- the arrangements in place to store and handle the data
To be granted access to pupil information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe
Requesting access to your personal data
Under data protection legislation, parents and pupils have the right to request access to information about them that we hold. To make a request for your personal information, or be given access to your child’s educational record, contact the Data Protection Officer, Saint James Church of England Primary School, Moorgreen Road, West End, SO30 3EG
You also have the right to:
- object to processing of personal data that is likely to cause, or is causing, damage or distress
- prevent processing for the purpose of direct marketing
- object to decisions being taken by automated means
- in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
- claim compensation for damages caused by a breach of the Data Protection regulations
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance.
Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
Contact
If you would like to discuss anything in this privacy notice, please contact:
Data Protection Officer, Saint James Church of England Primary School, Moorgreen Road, West End, SO30 3EG Tel: 02380 900 995