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Privacy Notice - GDPR

PRIVACY NOTICE FOR KINSON PRIMARY SCHOOL

 

This document explains what information will be held about your child, how it will be held and processed by Kinson Primary School. You can also find out about the General Data Protection Regulations and Data Protection Act 2018 and your rights on the Information Commissioners Website www.ico.org.uk .

 

Within School, we use pupil data:

  • to support pupil learning

  • to monitor and report on pupil progress

  • to provide appropriate pastoral care

  • to have relevant medical information on each child

  • to have emergency contacts for each child

  • to assess the quality of our services

  • to comply with the law regarding data sharing, including sharing data with the local authority and Department for Education.

We will also receive information from their previous school or college, local authority, the Department for Education (DfE) and the Learning Records Service (LRS)

Schools and local authorities have a (legal) duty under the General Data Protection Regulation (GDPR) to ensure that any personal data they process is handled and stored securely.

 

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

  • Photographs and CCTV images captured in school

 

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 and retaining pupil data

We hold pupil data securely until pupils change school. Records will then be transferred to the new school, where they will be retained until the pupil reaches the age of 25, or transferred to another school if there is a further change. Other data is retained in line with the Information Records Management Society http://irms.org.uk.

 

The lawful basis on which we use this information

We have a legal obligation to collect and use pupil information under the Education Act 1996.

We also need to use sensitive personal data called “special category data” which requires more protection to keep it safe. This is often information you would not want to be widely known and is very personal to you. It includes:-

  • Religious beliefs

  • Ethnicity

  • Language

  • Country of Birth

  • Nationality

  • Service Child Indicator

    We will take extra care of this data. The legal reason for us to collect and use this personal information is:

  • to perform our statutory duties and it is required by law

  • for reasons of public interest

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. It is possible for parents to refuse to provide data on nationality and country of birth, please contact us if you wish to discuss this.

 

Who do 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)

  • the Academy Trust

  • professional bodies, advisors and consultants

  • catering and Free School Meal Providers

  • the school nurse / NHS

 

We may also share basic pupil data with the following in order to set up:

  • Text messaging service for parents

  • Online payment services

  • Teaching and learning websites and apps for pupil to use in school and / or home

  • School Photo service

 

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.

 

We share pupil data with the local authority on a statutory basis. There are several acts and regulations that require the share of data between schools and the local authority including;

  • Education Act 1996

  • Education Act 2002

  • Education and Inspections Act 2006

  • Education (Pupil Registration) (England) Regulations 2006

  • Education (Information About Individual Pupils) (England) Regulations 2013

  • Education (Pupil Registration) (Amendment) (England) Regulations 2016

  • Education Act 2002, as amended by the Education Act 2011;

  • School Discipline (Pupil Exclusions and Reviews) (England) Regulations 2012;

  • Education (Provision of Full-Time Education for Excluded Pupils) (England) Regulations 2007, as amended by the Education (Provision of Full-Time Education for Excluded Pupils) (England) (Amendment) Regulations 2014.

 

The local authority also provide information to the Health Service and the LA Youth Service on behalf of the school. Where-ever possible data is anonymised before sharing.

 

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 Business Manager or Data Protection Officer.

 

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/

 

 

Contact:

 

If you would like to discuss anything in this privacy notice, please contact the school or Data Protection Officer as follows:

 

Alan Triplow

School Business Manager

Kinson Primary School

School Lane

Kinson

Bournemouth

Dorset

BH11 9DG

e-mail: kinson@kinsonprimary.co.uk

Telephone: 01202 572713

 

Nicky Armstrong

Data Protection Officer

Moordown St John’s CE Primary School

Vicarage Road

Bournemouth

BH9 2SA

e-mail: n.armstrong@st-johns.bournemouth.sch.uk

Telephone: 01202 527683 ext 202

 

Department of Education

For further information on how the Department of Education use data, please contact the DfE as follows:

 

Public Communications Unit

Department for Education

Sanctuary Buildings

Great Smith Street

London

SW1P 3BT

Website: https://www.gov.uk/government/organisations/department-for-education

Contact: http://www.education.gov.uk/help/contactus

Telephone: 0370 000 2288

 

Information Commissioner

For further information about Information Rights legislation, please contact the Information Commissioner’s Office at www.ico.org.uk or by telephone 0303 123 1113

 


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