Privacy Notice


 

Privacy Notice (How we use pupil information)

The categories of pupil information that we collect, hold and share include:

·         Personal information (such as name, unique pupil number, photos, videos 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)

·         Relevant medical information, special educational needs information and behavioural information.

Why we collect and use this 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

The lawful basis on which we use this information

We will only collect and use your information when the law allows us to. Most often, we will use your information where:

  • We need to comply with the law (for example the Education Act 1996)
  • We need to use it to carry out a task in the public interest (in order to provide you with an education)

Sometimes, we may also use your personal information where:

  • You, or your parents/carers have given us permission to use it in a certain way
  • We need to protect your interests (or someone else’s interest)
  • Or where we feel it is in your legitimate interest to process it in a certain way which does not outweigh your rights and freedoms

Where we have got permission to use your data, you or your parents/carers may withdraw this at any time. We will make this clear when we ask for permission, and explain how to go about withdrawing consent.

Some of the reasons listed for collecting and using your information overlap, and there may be several grounds which mean we can use your data

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 in line with the Information Management Toolkit for Schools see link below:

https://irms.site-ym.com/resource/collection/8BCEF755-0353-4F66-9877-CCDA4BFEEAC4/2016_IRMS_Toolkit_for_Schools_v5_Master.pdf

 

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)

Why we share pupil information

We do not share information about our pupils without a valid legal basis to do so, this could be through consent, if the law requires us, or if there is a legitimate interest to do so which does not outweigh your rights and freedoms.

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 the (DfE) under regulation 5 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 School Office directly who with our Data protection Officer at i-West (i-west@bathnes.gov.uk) will manage the request.

 

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: the Data Protection Officer at i-West i-west@bathnes.gov.uk)