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Privacy Notices

 
Privacy Notices

Information About Pupils In Schools

Why do we collect and use pupil information?

 

Stadhampton Primary School collects and uses pupil information under the Data Protection Act 1998 and the Education Act 1996 which are a lawful basis for collecting and using pupil information for general purposes (and from Article 6 and Article 9 where data processed is special category data from the General Data Protection Regulation from 25 May 2018).

 

Information can be found in the census guide documents on the following website https://www.gov.uk/education/data-collection-and-censuses-for-schools ]

 

We use the pupil data:

  • To support pupil learning
  • To monitor and report on pupil progress
  • To provide appropriate pastoral care
  • To protect pupil welfare
  • To assess the quality of our services
  • To comply with the law regarding data sharing

 

 

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

  • Personal information (such as name, date of birth, 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
  • Safeguarding information
  • Information from other schools, Local Authorities and the Department for Education.

 

 

Legal basis for 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 such as photograph permission. This consent, eg permission to use a photograph, can be withdrawn at any time. 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 Records Management Society http://irms.org.uk and comply with regulations which detail what the data retention periods are for different documents, so that we do not keep data for any longer than is necessary.

 

 

Who do we share pupil information with?

We routinely share pupil information with:

  • Schools that the pupils attend after leaving us
  • Our local authority to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
  • The Department for Education (DfE)
  • Health authorities/the school nurse / NHS
  • Our regulators, such as Ofsted
  • Our auditors
  • Police forces, courts and tribunals.

 

 

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 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 pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

 

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, retention periods 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

 

Our Local Authority at https://www2.oxfordshire.gov.uk/cms/public-site/access-data-and-information

 

 

Requesting access to your personal data

Under data protection legislation, parents and pupils have the right to make a subject access request to gain access to information that the school holds about them. Parents can make a request with respect to their child’s data where the child is not considered mature enough to understand their rights over their own data (usually under the age of 12). To make a request for your personal information, or be given access to your child’s educational record, contact the Headteacher, Mrs Kathryn Turner in the first instance by e-mailing office.2455@stadhampton.oxon.sch.uk

If you make a subject access request, and if we do hold information about you or your child, we will:

· Give you a description of it

· Tell you why we are holding and processing it, and how long we will keep it for

· Explain where we got it from, if not from you or your child

· Tell you who it has been, or will be, shared with

· Let you know whether any automated decision-making is being applied to the data, and any consequences of this

· Give you a copy of the information in an intelligible form.

 

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

 

We take any complaints about our collection and use of personal information very seriously. 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. If we are unable to deal with your concern you are also able to make direct contact with the Information Commissioner’s Office at https://ico.org.uk/concerns/

 

 

Contact:

If you would like to discuss anything mentioned in this privacy notice, please contact the Headteacher, Kathryn Turner in the first instance.

 

 

 


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