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Privacy notice for pupils and their families
Privacy notice – how the school uses pupil information
What categories of information are processed?
The categories of personal information that we process include the following:
- Personal identifiers and contacts – e.g. name, unique pupil number, contact details and address
- Characteristics – e.g. ethnicity, language and eligibility for free school meals
- Safeguarding information – e.g. court orders and professional involvement
- Special educational needs and disabilities (SEND) information – e.g. any needs the pupil has
- Medical and administration – e.g. doctors information, your health, allergies, medication and dietary requirements
- Attendance – e.g. sessions attended, number of absences, reasons for absences and any previous schools the pupil has attended
- Assessment and attainment – e.g. any relevant test and exam results
- Behavioural information – e.g. exclusions and any relevant alternative provision put in place
- Identity and date of birth verification – e.g. passport numbers or birth certificate numbers, that we hold on your child’s school record
- Trips and activities – consents
- Photograph consents
- Catering and free school meal management and information
- School admission forms
This list is not exhaustive – to access the current list of information the school processes, please request to see the Academy’s Data Asset Register (Data Mapping Document), which is stored in locked, password protected folder on the school network.
Why do we collect and use your information?
We collect and use your information for the following reasons:
- To support pupil learning
- To monitor and report on pupil attainment progress
- To provide appropriate pastoral care
- To assess the quality of our services
- To keep pupils safe
- To meet legal duties placed on us by the government
Under the GDPR, the legal basis/bases we rely on for processing personal information for general purposes are:
- For the purpose of supporting pupil learning, in accordance with the legal basis of public task.
How do we collect your information?
We collect your personal information via the following methods:
- Admission forms
- Data collection / checking sheets
- SEND meetings
- Transition meetings
- Child In Need Meetings
- Nursery / Pre-school transition files
- Common Transfer File (CTF) from your previous school
- Child protection plans
- Personal Education Plans
Whilst the majority of information you provide to us is mandatory, some of it is requested on a voluntary basis. We will inform you at the point of collection whether you are required to provide certain information to us or if you have a choice.
How do we store your information?
The academy stores electronic information in password protected documents. No pupil details are shared electronically by email or attached documents. Any sensitive pupil information which needs to be shared with a third party (detailed below), is done via methods which have added layers of security such as DfE School2School or the DfE Secure Access.
The academy stores paper information in locked cupboards. The keyholders are the Head of School and the Academy Business Manager. Staff members are not allowed to remove any information from pupil files or retrieve any information without the permission of the Principal.
We hold your personal information securely for the set amount of time shown in the school’s GDPR Records Management Policy.
For more information about how we keep your information safe, please see the academy’s Data and Breach Prevention and Management Plan. A copy of this will be found on the school website, or a hard copy can be obtained by request from the school office.
Who do we share your information with?
We routinely share your information with:
- The LA (e.g. Data Team, Social Services, Care Teams, Educational Psychologists)
- The DfE
- Schools that you go to after leaving us
- South Pennine Academies
- Social Services
- NHS and associated contracted services
- Exam Boards
Why do we share your information?
We only share information which is in the best interest of the child, in particular in safeguarding situations.
Reasons for sharing information with the parties listed above:
- To ensure that pupils are kept safe, e.g. referrals to Social Care or the police.
- To report on pupil attainment and progress in national tests.
- To support pupil learning e.g. accessing SEND or pastoral support services.
- To assess the quality of our services via e.g. OFSTED or the Department of Education. (DfE)
- To ensure that the Academy meets all legal duties placed on us by the government.
We do not share information about you with anyone without your consent, unless the law and our policies allow us to do so.
Department for Education (DfE)
The DfE collects personal information from us through various collections the school is required to undertake legally.
We are required to share information about pupils with the DfE either directly or via our LA for the purpose of those data collections, under:
- Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013
All information we share with the DfE is transferred securely and held by the DfE under a combination of software and hardware controls which meet the current government security policy framework.
How does the government use your data? The National Pupil Database (NPD)
The NPD is owned and managed by the DfE and contains information about pupils in schools in England – it provides evidence on educational performance to inform independent research as well as studies commissioned by the DfE.
Information on the NPD is held in an electronic format and it is securely collected from a range of sources, including schools, LAs and awarding bodies.
You can find out more about the NPD by following this link:
Sharing by the DfE
The DfE is legally allowed to share pupils’ personal information with certain third parties, including the following:
- Organisations connected with promoting the education or wellbeing of pupils
- Other government department and agencies
- Organisations fighting or identifying crime
Organisations fighting or identifying crime, such as the Home Office and the police, may use their legal powers to contact the DfE to request access to individual level information relating to detecting a crime. The DfE typically supplies information on around 600 pupils per year to the Home Office and approximately one per year to the police.
For more information about how the DfE collects and shares pupil information, you can look at the information in the following two links:
What are your rights?
You have specific rights to the processing of your data, these are the right to:
- Request access to the information the school holds about you or your child
- Object to the processing of your information 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.
- Seek compensation, either through the ICO or the courts.
If you want to request access to the personal information that we have about you, please contact the School Office on 0161 359 5699.
If you are concerned about the way we are collecting or using your information, please raise your concern with Mrs Roz Batley, on 01484 503110 or email email@example.com in the first instance. You can also contact the ICO at ico.org.uk/concerns.
How can you find out more information?
If you would like to discuss anything in this privacy notice, please contact Mrs Roz Batley on 01484 503110 or email at firstname.lastname@example.org
If you require further information about how we and/or the DfE store and use your personal data, please visit our website, www.willowparkacademy.org , the Gov.UK website, or download our Data Protection Policy and Records Management Policy from our website.