General Data Protection Regulation - Parent/Carer Information
We need to hold personal information about your child on our computer system and in paper records to help us with their educational needs.Your Headteacher is responsible for their accuracy and safe-keeping. Please help to keep your child's records up to date by informing us of any change of circumstances.
School staff have access to your child's records to enable them to do their jobs. From time to time information may be shared with others involved in your child's care, if it is necessary. Anyone with access to your child's records is properly trained in confidentiality issues and is governed by a legal duty to keep their details secure, accurate and up to date.
All information about your child is held securely and appropriate safeguards are in place to prevent accidental loss.
In some circumstances we may be required by law to release your child's details to statutory or other official bodies, for example if a court order is presented, or in the case of public educational issues. In other circumstances you may be required to give written consent before information is released as such as the educational reports for insurance, solicitors etc.
To ensure your child's privacy, we will not disclose information over the telephone or fax unless we are sure that we are talking to you as the parent/carer. Information will not be disclosed to family and friends unless we have prior written consent and we do not leave messages with others.
You have a right to see your child's records if you wish. Please ask at the school office if you would like further details. An appointment will be required. There is usually no fee payable.
For the full 'Pupil and Parent/carer Privacy Notice', please see below...
Privacy Notice for Pupils, Parents and Carers- May 2018
Under the new GDPR, 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 âprivacy noticesâ (sometimes called âfair processing noticesâ) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about pupils.
âTrowse Primary Schoolâ is the âdata controllerâ for the purposes of data protection law.
Our data protection officer is independent of the school and is purchased on our behalf through the Local Authority.They are contactable through the school office, who will give you details.
The personal data we hold
Personal data that we may collect, use, store and share (when appropriate) about pupils includes, but is not restricted to:
Â· Contact details, contact preferences, date of birth, identification documents
Â· Names and contact details of parents / carers
Â· Legal documentation regarding access arrangements for children
Â· Results of internal assessments and externally set tests
Â· Pupil and curricular records
Â· Characteristics, such as ethnic background, eligibility for free school meals, or special educational needs
Â· Exclusion information
Â· Details of any medical conditions, including physical and mental health
Â· Attendance information
Â· Safeguarding information
Â· Details of any support received, including care packages, plans and support providers
Â· Images captured in school or on school visits
We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education.
Why we use this data
We use this data to:
Â· Support pupil learning
Â· Monitor and report on pupil progress
Â· Provide appropriate pastoral care
Â· Protect pupil welfare
Â· Assess the quality of our services
Â· Administer admissions waiting lists
Â· Carry out research
Â· Comply with the law regarding data sharing
Our legal basis for using this data
We only collect and use pupilsâ personal data when the law allows us to. Most commonly, we process it where:
Â· We need to comply with a legal obligation
Â· We need it to perform an official task in the public interest
Less commonly, we may also process pupilsâ personal data in situations where:
Â· We have obtained consent to use it in a certain way
Â· We need to protect the individualâs vital interests (or someone elseâs interests)
Where we have obtained consent to use pupilsâ 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 pupilsâ personal data overlap, and there may be several grounds which justify our use of this data.
Collecting this information
While the majority of information we collect about pupils is mandatory, there is some information that can be provided voluntarily.
Whenever we seek to collect information from you or your child, we make it clear whether providing it is mandatory or optional. If it is mandatory, we will explain the possible consequences of not complying.
How we store this 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. The Information and Records Management Societyâs toolkit for schools sets out how long we keep information about pupils.
We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about pupils with:
Â· Our local authority â to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions
Â· The Department for Education
Â· Pupil Asset- the schoolâs management system
Â· The pupilâs family and representatives
Â· Educators and examining bodies
Â· Our regulator [e.g. Ofsted]
Â· Suppliers and service providers â to enable them to provide the service we have contracted them for
Â· Financial organisations
Â· Central and local government
Â· Our auditors
Â· Survey and research organisations
Â· Health authorities
Â· Security organisations
Â· Health and social welfare organisations
Â· Professional advisers and consultants
Â· Charities and voluntary organisations
Â· Police forces, courts, tribunals
Â· Professional bodies
National Pupil Database
We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census and the early years census.
Some of this information is then stored in theNational Pupil Database (NPD), which is owned and managed by the Department and provides evidence on school performance to inform research.
The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.
The Department for Education may share information from the NPD with other organisations which promote childrenâs education or wellbeing in England. Such organisations must agree to strict terms and conditions about how they will use the data.
For more information, see the Departmentâs webpage onhow it collects and shares research data.
You can alsocontact the Department for Education with any further questions about the NPD.
Transferring data internationally
Where we transfer personal data to a country or territory outside the European Economic Area, we will do so in accordance with data protection law.
Subject access requests
Individuals have a right to make a âsubject access requestâ to gain access to personal information that the school holds about them.
Parents/carers can make a request with respect to their childâs data where the child isnot considered mature enough to understand their rights over their own data (usually under the age of 12), or where the child has provided consent.
Parents also have the right to make a subject access request with respect to any personal data the school holds about them.
If you make a subject access request, and if we do hold information about you or your child, we will:
Â· Give you a description of it
Â· Tell you why we are holding and processing it, and how long we will keep it for
Â· Explain where we got it from, if not from you or your child
Â· Tell you who it has been, or will be, shared with
Â· Let you know whether any automated decision-making is being applied to the data, and any consequences of this
Â· Give you a copy of the information in an intelligible form
Individuals also have the right for their personal information to be transmitted electronically to another organisation in certain circumstances.
If you would like to make a request please contact our data protection officer.
Parents/carers also have a legal right to access to their childâs educational record. To request access, please contactthe headteacher of your childâs school.
Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:
Â· Object to the use of personal data if it would cause, or is causing, damage or distress
Â· Prevent it being used to send direct marketing
Â· Object to decisions being taken by automated means (by a computer or machine, rather than by a person)
Â· In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing
Â· Claim compensation for damages caused by a breach of the data protection regulations
To exercise any of these rights, please contact our data protection officer.
We take any complaints about our collection and use of personal information very seriously.
If you think that our collection or use of personal information is unfair, misleading or inappropriate, or have any other concern about our data processing, please raise this with us in the first instance.
To make a complaint, please contact our data protection officer, through the school office.
Alternatively, you can make a complaint to the Information Commissionerâs Office:
Â· Report a concern online athttps://ico.org.uk/concerns/
Â· Call 0303 123 1113
Â· Or write to: Information Commissionerâs Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact the Headteacher , or our data protection officer.
This notice is based on theDepartment for Educationâs model privacy notice for pupils and families, amended for parents and to reflect the way we use data in this school.