Privacy Notice for pupils and their Families
This notice is to help you understand how and why we collect your personal information and what we do with that information. It also explains the decisions that you can make about your own information.
Information that we collect, hold and share include:
- Personal information (such as name, date of birth, parental contacts, 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 any exclusions and absence reasons)
- Statutory Assessment information and results (such as EYFS, KS1 and KS2 tests, Phonics Screening, internal tests, pupil progress information)
- Internal assessments and test results.
- Special educational needs information (such as specific learning difficulties, specific medical needs and previous learning or medical needs)
- Relevant medical information (such as allergies to food, medication you may require and medical incidents that have occurred inside or outside of school that may affect learning)
- Behavioural information (such as rewards, achievements, incident slips and exclusions)
- Details of any support received, including care packages, plans and support providers.
- Photographs (such as a photograph of you for your student file, photographs celebrating your achievements)
- CCTV images captured in school.
- We may also hold data about you that we have received from other organisations, including other schools, local authorities and the Department for Education.
Why do we collect and use your information?
We will collect and process personal data about you for the following reasons:
- to admit and register you as a pupil in our school
- to support your learning and to provide you with an education
- to monitor, assess and report on your academic progress
- to provide appropriate pastoral care
- to protect your welfare
- to assess the quality of our services
- to comply with the law regarding data sharing
- to comply with safe guarding legislation
- to produce statistical returns required by the LA
- to communicate with your parents or carer
- to collect payment for school dinners and educational trips
The Lawful basis on which we use this information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing are:
- For the purpose of complying with a legal obligation to which the controller is subject.
- for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller.
- in order to protect the vital interests of the data subject or of another natural person.
- for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.
- the individual has given clear consent for you to process their personal data for a specific purpose.
Whilst the majority of the personal data you provide to the school is mandatory, some is provided on a voluntary basis. When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed. Where consent is needed, the school will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.
In accordance with the GDPR, the school does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected. We keep personal information about you while you are attending our school. We will then transfer your records to your new school who will keep it until you are 25 years old. We may also keep your data beyond your attendance at our school if this is necessary in order to comply with legal obligations.
Information will be held in accordance with the Information and Records Management Society Tool Kit for Schools ( https://irms.site-ym.com/page/SchoolsToolkit )
Who we share information with
We use a range of companies and partners to either store personal information or to manage it for us. Where we have these arrangements there is always a contract, memorandum of understanding or information sharing protocol in place to ensure that the organisation complies with data protection law. We complete privacy impact assessments before we share personal information to ensure their compliance with the law. We only share your personal information with any third parties when the law allows us to do so or with your consent. The school may share your information with:
- Parents or carers to let them know how you are achieving academically and how you are behaving in school.
- School Nursing Team, NHS and other health authorities to help look after your welfare.
- Direct Service Kitchen staff and other relevant staff to inform them of your dietary requirements and if you are allergic to something.
- School photographer (Braiswick) to enable your photograph to be uploaded onto your student file.
- Our regulator (Ofsted) to check the quality and standard of education in school.
- Any school you attend after leaving us to support the smooth transition from one school to the next.
- ICT Technician (Link2ICT) to enable you to use the school’s ICT equipment to support your learning (i.e. laptops, tablets).
- Place2Be if you want to talk about friendships or any worries you might have. Place2Be can also provide you and your family with emotional and therapeutic support. They are a charity who work in schools to improve the confidence and wellbeing of children.
- Soundswell (speech and language therapy services) if you require help with speech, language and communication skills.
- Police and courts if a situation arises where a criminal investigation is being carried out we may have to forward information on to the police to aid their investigation. We will pass information onto courts as an when it is ordered.
- Social workers and support agencies in order to protect or maintain the welfare and safeguarding of our pupils e.g. Children’s Advice & Support Service (CASS).
- Family and emergency services if there is an emergency situation e.g. illness, serious injury.
- Local Authority Practitioners and multi-agencies to provide SEND advice, support and guidance for SEN pupils:- Special Educational Needs Assessment and Review Service (SENAR), Pupil and School Support (PSS), Communication and Autism Team (CAT) and Educational Psychology Service (EPS).
- Z.L Family and Attendance Welfare Consultant if you and your family require help and support to improve your attendance.
- The Education Legal Intervention Team if your attendance continues to be a concern despite support provided by school and the Family and Attendance Welfare Consultant.
- Consultants, experts and other advisors to assist school in fulfilling its obligations and help run the school properly.
- Suppliers and service providers to enable them to provide the service we have contracted them to support your learning.
The software systems we use in school to help us provide you with an education and look after your welfare are:
- Capita SIMS (Schools Management Information System) to store all the important information about you such as your attendance, dietary requirements, emergency contact numbers etc.
- CPOMS (software application) to record and monitor any child protection, safeguarding, pastoral, welfare and behaviour issues.
- Parent Pay (school payment system) to collect payment for school trips and meals from your parents/carers.
- Marvellous Me (website and mobile application) to share information with your parents/carers regarding your learning and achievements in school.
- Groupcall (online messaging system) to share messages, newsletters, letters and information regarding school activities with your parents/carers.
- Lexia (reading software programme) to assess progress, identify and provide appropriate support to improve your reading skills.
- Speechlink (speech and language software) to assess progress, identify and provide appropriate interventions if you need support speech and language skills.
- Frog Education to record and assess your progress during years 1 to 6.
- Times Tables Rock Stars to support you with learning your timetables.
- Bug Club (Pearson) to support you with your reading.
- Tapestry to record and assess your progress whilst you are of Reception class age.
- Toolkit Progress Tracker to monitor those children in receipt of additional targets in the form of an ITP.
- BFL Business Solutions to recover the outstanding debt on behalf of the school.
Why we share information
We share pupil’s 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.
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 pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
To find out more about the NPD, go to https://www.gov.uk/government/publications/nationalpupil-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:
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 Headteacher
You also have the right to:
- object to the 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/ or on 0303 123 1113, Monday-Friday 9am-5pm.
If you would like to discuss anything in this privacy notice, please contact: