Privacy Notice for World’s End Infant and Nursery School
World’s End Infant and Nursery School is committed to protecting the privacy and security of personal information. This privacy notice describes how we collect and use personal information about pupils, in accordance with the General Data Protection Regulation (GDPR), section 537A of Education Act 1996 and section 83 of the Children Act 1989.
Who Collects This information?
We World’s End Infant School are the “Data Controller.” This means that we are responsible for deciding how we hold and use personal information.
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 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 achievement grades, progress measures and test scores)
• Special Education Needs information (such as target plans, records of working with other agencies, Education and Health Care Plans)
• Behaviour and Achievements information
• Photos, images and video of children and/or their work/learning
• Safeguarding information (information that children share or are noted by staff)
• Payment information (such as school dinners, trips and after-school clubs)
• Library lending information (such as which books have been borrowed and when they have been returned)
• Information regarding any medical and/or dietary needs
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
• to enable additional support for children and families when required
• to showcase learning beyond the classroom
• to help manage the school budget
• to enable access to learning tools such as Matheletics, Target Tracker, Tapestry
The lawful basis on which we use this information
We collect and use pupil information under Article 6 of the General Data Protection Regulation, specifically;
a. Consent: you have signed consent for us to process data for a specific purpose
c. Legal obligation: the processing necessary for us to comply with law
d. Vital interests: the processing may be necessary to protect someone’s life
e. Public Task: the processing is necessary for our function of a school (the vast majority of the data we process)
We also process special category data as set out in Article 9 of the General Data Protection Regulation, specifically;
b. Processing is necessary to protect the vital interests of the data subject where they are legally incapable of giving consent
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 a set amount of time depending on the nature of the information;
1. Short term need (no longer than is required)
2. Medium term need (up to a year after child has left)
3. Long term need (up to 5 years after child has left)
4. Very long term need (until pupil is 25 years or older) Data retention examples 1. Short term
Trip consents, notes 2. Medium term
Admissions information, attendance data, behaviour records, exclusions, school meal payments, pupil medical information, trip payments 3. Long term
Admission appeals, attainment data, free school meal eligibility, contact information, photos/video/images/samples of learning 4. Very long term
Medical incidents, safeguarding information (although records are passed on to receiving schools)
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)
• NHS and school nurse service
• Birmingham Children’s Trust (where required)
• Educational software providers (such as Matheletics, Target Tracker, Tapestry who use the data to create pupil user accounts)
• Safeguarding software providers (Cpoms)
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 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 our Data Protection Officer.
Data Protection Officer Name: Craig Stilwell - Judicium Consulting Ltd, 72 Cannon Street, London, EC4N 6AE Email: dataservices@judicium.com
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 want to exercise any of the above rights, please contact our Data Protection Officer, Craig Sitwell, in writing on the above address.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Right to Withdraw Consent
In circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our Data Protection Officer, Craig Sitwell, in writing to the above address. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Contact
If you would like to discuss anything in this privacy notice or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the Headteacher, Mrs G Wilford in the first instance.
We have appointed a Data Protection Officer (DPO) to oversee compliance with data protection and this privacy notice. If you have any questions about how we handle your personal information which cannot be resolved by the Headteacher, then you can contact the DPO on the details below:
Name: Craig Stilwell - Judicium Consulting Ltd, 72 Cannon Street, London, EC4N 6AE Email: dataservices@judicium.com
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/
Changes to This Privacy Notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates.
Written and agreed: May 2018