GDPR
What is GDPR?
General Data Protection Regulation
Data protection rules across Europe are about to see their biggest overhaul in 20 years. A lot has changed since the existing data protection laws and regulations were created in the 1990s. As a society, we’re creating vast amounts of digital information each day and the laws that govern our personal info are no longer fit for purpose.
The result is the mutually agreed European General Data Protection Regulation (GDPR), which will come into force on May 25 2018. It will change how businesses, public sector organisations and schools can handle the information of their customers or in schools its parents, students and staff.
What are you rights?
We are required to ask your consent to use the data that we hold on your child
You have the right to withdraw that consent
You have the right to be informed – all schools must be transparent in how they are using personal data
You have the right to data portability – this allows individuals to retain and reuse their personal data for their own purpose
You have the right to object – in some circumstances, individuals are entitled to object to their personal data being used
You have the right to rectification of incorrect or incomplete data and a duty to ensure we are informed if any information changes– giving individuals the right to rectify personal data
You have the right to erasure – often referred to the right to be forgotten
How is school data used?
The following documents outline important information for staff, students and parents relating to how we use the data we collect.
Data Protection Policy
Pupil Information Privacy Notice
Parent Privacy Notice
Data Protection Officer
Our Data Protection Lead is Mrs L Thompson. If you would like to contact Mrs Thompson, please do so via the School Office.
Privacy Notice
Why do we collect and use pupil information?
We collect and use pupil information under Article 6 of the General Data Protection Guidelines (May 2018):
6(1) (c) ‘Processing is necessary for compliance with a legal obligation or
6(1) (e) for the performance of a task carried out in the public interest or in the exercise of official authority’
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
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, relevant medical information, special educational needs information, exclusions / behavioural information,
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 the following periods of time:
Pupils’ Educational Record: Duration of time in school plus one academic year for Ofsted or diocesan inspections. This may include samples of pupils’ books, case studies and analyses of assessment information.
SEN records: DOB +25 years
Child protection Records: DOB +25 years
Accident record : DOB + 21 years
Who do we share pupil information with?
We routinely share pupil information with:
schools that the pupils attend after leaving us
local authority officers
Ofsted and Diocesan officers
residential providers
sports coaches including Bikeability coaches
staff associated with school trips and competitions
the Department for Education (DfE)
social care personnel, where relevant
school nurse service
other relevant health personnel
third party parent communication providers e.g. Teacher to Parents and Class Dojos texting services
Capita for the purpose of information management
Assessment management system e.g. Classroom Monitor
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 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/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 Headteacher, Mrs Richardson.
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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, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/
Useful from the Information Commissioners Office – please just click the links
Contact:
If you would like to discuss anything in this privacy notice, please contact the Headteacher.