Privacy Notice (How we use student information)
We collect and hold personal information relating to our students and may also receive information about them from their previous school, Local Authority (Derbyshire County Council) and 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 results of assessments and targets etc)
- Medical information
- Special Education Needs and Disabilities information
- Exclusions and behavioural information
- Post 16 learning information
- CCTV images (recordings of images in and around the school site)
Why we collect and use this information
We use the 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 safeguard students and prevent crime (CCTV)
The lawful basis on which we use this information
We collect and use pupil information under:
- The DPA (Data Protection Act) 1998
- Articles 6 and 9 of the GDPR (General Data Protection Regulation)
Article 6 – Lawfulness of Processing: Processing is necessary for compliance with a legal obligation to which the controller is subject. Article 9 – Processing of special categories of personal data: Processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law)
- The Education Act of 1996.
Collecting pupil information
While the majority of pupil information you provide 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 if you are required to provide certain pupil information or whether you have a choice.
Storing pupil data
Until recently, schools were expected to hold pupils’ data for 25 years from their date of birth. However, we are currently under instruction that, ‘due to the on-going Independent Inquiry into Child Sexual Abuse (IICSA/Jay Inquiry) no pupil or staff record should be destroyed until further notice’ and this will be the case until the inquiry is complete.
Who we share pupil information with
We routinely share pupil information with:
- schools that pupils attend after leaving
- our Local Authority
- the Department for Education
- the NHS
- the Police
- third party providers (e.g. text messaging, management information system, cashless catering, exam boards etc)
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 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 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 www.gov.uk/education/data-collection-and-censuses-for-schools
Youth support services
Pupils aged 13+
Once our pupils reach the age of 13, we also pass pupil information to our Local Authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
- youth support services
- careers advisers
A parent or guardian can request that only their child’s name, address and date of birth is passed to the Local Authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches 16.
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 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: 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: www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE: 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 Mrs Sarah Rodgers at the school address.
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
- 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 ico.org.uk/concerns/
If you would like clarification on anything in this privacy notice, please contact:
Mrs Sarah Rodgers, School Business Manager at the school address.
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