Morton
Trentside Primary School
School
Information Privacy Policy
Agreed
by the Governing Body on:
26.9.2019
Signed
on behalf of the Governing Body:
S Howse
Date
for Review:
September 2020
How we
use pupil and Parent/Carer information
Morton Trentside Primary School collects and holds personal
information relating to our pupils (including possible information from
previous schools) and parents/carers within the remit of the Regulation (EU)
2016/679 (General Data Protection Regulation), referred to throughout this
statement as the GDPR, as well as (when enacted) the UK Data Protection Act
(DPA). The GDPR and DPA apply to the ‘personal data’ that we process.
Following GDPR and DPA principles, we will ensure that all personal
data are:
•
Processed lawfully, fairly and in a transparent
manner;
•
Collected for specified, explicit and
legitimate purposes and not further processed in a manner that is incompatible
with those purposes;
•
Adequate, relevant and limited to what is
necessary in relation to the purposes for which it is processed;
•
Accurate and where necessary kept up-to-date;
•
Kept for no longer than is necessary for the
purposes for which the personal data are processed;
•
Processed in a manner that ensures appropriate
security of the personal data, including protection against unauthorised or
unlawful processing and against accidental loss, destruction or damage.
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 internal tests,
pupils progress information and examination results)
•
Medical information (such as allergies to food,
medication a student may require and medical incidents that have occurred
inside or outside of school that may affect learning)
•
Special Educational Needs and Disabilities
information (such as specific learning difficulties, specific medical needs and
previous learning or medical needs)
•
Safeguarding information, care packages, plans
and support provided.
•
Photographs.
•
Behavioural information (such as rewards,
achievements, incident slips and exclusions)
We may also hold data about pupils that we have received
from other organisations, including other schools, local authorities and the
Department of Education.
We also process special categories of personal data that
may include:
•
physical or mental health needs
•
racial or ethnic origin
•
religious or other beliefs of a similar nature
Why we collect and use this
pupil data:
•
to support and administer pupil learning
•
to monitor and report on pupil progress
•
to provide appropriate care and guidance
•
to assess the quality of our services
•
protect pupil welfare and safeguarding
•
communicate with carers and parents
•
to comply with the law regarding data sharing
The lawful basis on which we use this information
We collect and use pupil information under Article 6 and
Article 9 of the GDPR, this enables the school to process information such as
assessments, special educational needs requests, Departmental Censuses under
the Education Act 1996 and the Education Act 2005, examination results and
other such data processes that relate educational data to the individual within
the requirements for the school to provide education for the individual.
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 at the
time of collection whether the information you are providing is mandatory or if
you have a choice in this. Additionally, you have the right to withdraw any
consent given at any time.
How do we collect your personal data?
Information may be collected in many different ways but
predominantly as set out below:
Face to Face
If you attend our school or we
visit you, we may collect your personal data.
Emails/letters
Emails/letters are stored and processed securely upon
receipt. Please note, up to the point of receipt, we cannot control the
security of any email data that are initiated by you. We recommend that you
minimise the amount of confidential information sent to us via email, unless it
is securely encrypted.
Storing pupil data
We hold pupil data in line with our Data Retention
Guidelines, which are available upon request.
Who we share pupil information with?
We routinely share pupil information with:
• schools
and other educational environments that the pupils attend after leaving us
• our
local authority
• the
Department for Education (DfE) and our local government
• the
Police and Law Enforcement
• the
School Nursing Team, Health and Social Welfare Organisations
• the
National Health Service
• our
Educational Welfare Officer,
• pupils
family and representatives (with approval)
• Examination
Boards
• Assessment
Programs (Target Tracker and Report Assist)
• Service
providers – cool milk, Innovate
• Official
regulators - Ofsted
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.
Where necessary it may be required to share information
with the following:
·
Our local authority
·
The pupils family and representatives
·
Educations and examining bodies
Please note we do not make any
automated decisions with regard to your child.
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
the (DfE) for 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.
We keep personal information about pupils
whilst they are attending our school. We
may also keep it beyond their attendance at our school if this is necessary to
comply with legal obligations.
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. 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-guideand-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-databaserequests-received
To contact DfE: https://www.gov.uk/contact-dfe
Requesting access to your personal data
Under data protection
legislation, parents/carers and pupils (over the age of 12) have the right to
request access to information about them that we hold. In most cases, this will
be free of charge and must be provided within one month of receipt of the
request. To make a request for your personal information, or be given access to
your child’s personal information, contact:
Headteacher: Mrs Beverley Riddle
Beverley.Riddle@mortontrentside.lincs.sch.uk
Tel: 01427 613472
If we agree to your request we will:
·
Give you a description of it
·
Tell you why we are holding and processing it
·
Explain where we get it from if not from you
and your child
·
Tell you who we share it with
·
Give you a copy of the information that we are
able to
You also have the right to
• be
informed about the way we use the personal data, Data portability, subject to
qualifying conditions
• object
to decisions being taken by automated means
• ask
for the erasure of personal data, but only in very specific circumstances,
typically where the personal data are no longer required for the purpose for
which it was originally collected, or
o
We have relied on a consent which is withdrawn
and we have no other legitimate reason to retain it, or
o
The individual objects to the processing and
there is no overriding legitimate interest to continue
• Restrict
processing, e.g. whilst we are reviewing accuracy, completeness of data or
deciding of a request for erasure is valid. In such cases, we shall continue to
store the data, but not further process it until the issue is resolved.
• In
certain circumstances, have inaccurate personal data rectified, blocked or
destroyed. In such cases we shall make any amendments or additions within one
month of your request;
• Claim
compensation for damages causes by a breach in 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 in writing with us in the first instance to:
Headteacher: Mrs Beverley Riddle
Beverley.Riddle@mortontrentsides.lincs.sch.uk
Tel: 01427 613472
Our supervisory
authority for data protection compliance is:
Information
Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Tel: 0303 123 1113
(local rate) or 01625 545 745 (national rate)
https://ico.org.uk/concerns/