Privacy Notice for Parents/Carers (How we use pupil information)

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

  This privacy notice explains how we collect, store and use personal data about pupils.

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

• Personal Information (contact details, contact preferences, date of birth, identification documents)

• Characteristics (ethnicity, language, eligibility for free school meals)

• Safeguarding information (such as court orders and professional involvement)

• Special educational needs information

• Medical and administration (doctors information, allergies, medication and dietary requirements)

• Attendance information

• Assessment and attainment (phonics, KS1 & KS2 results)

• Behaviour information (exclusions and relevant alternative provisions)

• Photographs

Why we collect and use this information

We use this data to:

• Support pupil learning

• Monitor and report on pupil progress

• Provide appropriate pastoral care

• Protect pupil welfare (food allergies, or emergency contact details)

• Assess the quality of our services

• Comply with the law regarding data sharing

The lawful basis on which we use this information

We only collect and use pupils’ personal data when the law allows us to. Most commonly, we process it where:

• We need to comply with a legal obligation

• We need it to perform an official task in the public interest

  Less commonly, we may also process pupils’ personal data in situations where:

• We have obtained consent to use it in a certain way

• We need to protect the individual’s vital interests (or someone else’s interests)

Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.

Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.

Collecting pupil information

Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.

Storing pupil data

We keep personal information about pupils while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary in order to comply with our legal obligations in line with our record retention policy.

Who we share pupil information with

We routinely share pupil information with:

• schools that the pupils attend after leaving us

• our local authority

• the Department for Education (DfE)

• Educators and examining bodies

• Regulatory bodies (Ofsted)

• Suppliers and service providers to enable them to provide the service we have contracted them for (Schools information management system provider, internet provider, catering company)

• Health authorities and social welfare organisations (school nurses, SEN specialist providers

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.

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

National Pupil Database

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.

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 or complaint about the way we are collecting or using your personal data, you should 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 our data protection officer:

Name: David Coy

Telephone number: 07903 506531

E-mail: david.coy@london.anglican.org