PRIVACY NOTICE FOR PUPILS

We at Claypole Church of England Primary School are a Data Controller for the purposes of the Data Protection Act 1998. We collect information from you, and may receive information about you from your previous school. We hold this personal data and use it to:

• support teaching and learning;
• monitor and report progress;
• provide appropriate pastoral care, and
• assess how well your school is doing.

This information includes your contact details, national curriculum assessment results, attendance information, and personal characteristics such as your ethnic group, any special educational needs and relevant medical information. Information will be shared with the LA in order to arrange funding for the placements of Pupils/Children

We will not give information about you to anyone outside the school without your consent unless the law and our rules allow us to.

We are required by law to pass some information about you to the Local Authority (LA), and to the Department for Education (DfE).

If you want to see a copy of the information about you that we hold and/or share, please contact the school.

DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with the Data Protection Act 2018.

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are 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 level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract

If you require more information about how the LA and/or DfE store and use your information, please go to the following websites: https://www.gov.uk/guidance/data-protection-how-we-collect-and-share-research-data

For information on which third party organisations (and for which project) pupil level data has been provided to, please visit: https://www.gov.uk/government/publications/national-pupil-database-requests-received

This data is used by Lincolnshire County Council to maintain a record of young people in Lincolnshire. This is used to keep track of young people to ensure they are offered appropriate support to remain in education, employment or training once they have left statutory education. Lincolnshire County Council also has a statutory duty to routinely report this data to the Department for Education.

If you are unable to access these websites we can send you a copy of this information. Please contact the LA or the DfE as follows:

Information Governance

Lincolnshire County Council

Newland

LINCOLN

LN1 1YL

Telephone: 01522 554011

Email: InformationGovernance@lincolnshire.gov.uk

Or visit our website: http://www.lincolnshire.gov.uk

Public Communications Unit

Department for Education

Sanctuary Buildings

Great Smith Street

London

SW1P 3BT

website: www.education.gov.uk

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

tel: 0370 000 2288

If you require general information about the Data Protection Act, information is available on the Information Commissioner's web site: www.ico.gov.uk

PRIVACY NOTICE FOR PARENTS/CARERS

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.

We, Claypole Church of England Primary School are the ‘data controller’ for the purposes of data protection law.
 

Our data protection officer is Mr. Joe Lee (see ‘Contact us’ below).

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:

• Contact details, contact preferences, date of birth, identification documents;

• Results of internal assessments and externally set tests;

• Pupil and curricular records;

• Characteristics, such as ethnic background, eligibility for free school meals, or special educational needs;

• Exclusion information;

• Details of any medical conditions, including physical and mental health;

• Attendance information;

• Safeguarding information;

• Details of any support received, including care packages, plans and support providers;

• Photographs;

• Eligibility for free school meals.

   

  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:

• Support pupil learning;

• Monitor and report on pupil progress;

• Provide appropriate pastoral care;

• Protect pupil welfare;

• Assess the quality of our services;

• Administer admissions waiting lists;

• Carry out research;

• Comply with the law regarding data sharing.

   

  Our legal basis for using this data

  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 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. Our record retention schedule sets out how long we keep information about pupils. You can request a copy of the record retention schedule by contacting the school office.

   

  Data sharing

  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:

• Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions;

• The Department for Education – to meet our legal obligations for statutory data collections;

• The pupil’s family and representatives;

• Educators and examining bodies – to enable them to provide the service for which we have contracted them;

• Our regulator e.g. Ofsted.

• Suppliers and service providers – to enable them to provide the service we have contracted them for;

• Financial organisations;

• Central and local government – to meet our statutory obligations;

• Health authorities – in the legitimate interests of the welfare of the child;

• Security organisations;

• Health and social welfare organisations;

• Professional advisers and consultants;

• Charities and voluntary organisations;

• Police forces, courts, tribunals;

• 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.

   

  Some of this information is then stored in the National 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 children’s 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 Department’s webpage on how it collects and shares research data. www.gov.uk/guidance/data-protection-how-we-collect-and-share-research-data

   

  You can also contact the DFE with any further questions about the NPD. www.gov.uk/contact-dfe

   

  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, and only after consultation with LCC legal department.

   

  Parents and pupils’ rights regarding personal data

  Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.

   

  Parents/carers 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), 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:

• 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.

   

  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 school office.

   

  Parents/carers also have a legal right to access to their child’s educational record. To request access, please contact the school office.

   

  Other rights

  Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe, including the right to:

• Object to the use of personal data if it would cause, or is causing, damage or distress;

• Prevent it being used to send direct marketing;

• Object to decisions being taken by automated means (by a computer or machine, rather than by a person);

• In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing;

• 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.

Complaints

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 (DPO). The DPO is the first point of contact for individuals whose data the school processes, and for the ICO.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

• Report a concern online at https://ico.org.uk/concerns/

• Call 0303 123 1113

• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

   

• Contact us

• If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer (Mr. Joe Lee and is contactable via e mail on DPO@ark.me.uk. Or Joe.Lee@ark.me.uk)

PRIVACY NOTICE FOR STAFF

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 individuals we employ, or otherwise engage, to work at our school.

We, Claypole Church of England Primary School are the ‘data controller’ for the purposes of data protection law.

Our data protection officer is Mrs Kathryn Lile (see below for contact).

The personal data we hold

We process data relating to those we employ, or otherwise engage, to work at our school. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

• Contact details

• Date of birth, marital status and gender

• Next of kin and emergency contact numbers

• Salary, annual leave, pension and benefits information

• Bank account details, payroll records, National Insurance number and tax status information

• Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process

• Disclosure and Barring Information

• Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships

• Performance information

• Outcomes of any disciplinary and/or grievance procedures

• Absence data

• Copy of driving licence

• Photographs

• CCTV footage

• Data about your use of the school’s information and communications system

   

  We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):

• Race, ethnicity, religious beliefs, sexual orientation and political opinions

• Trade union membership

• Health, including any medical conditions, and sickness records

   

Why we use this data

The purpose of processing this data is to help us run the school, including to:

• Enable you to be paid

• Facilitate safe recruitment, as part of our safeguarding obligations towards pupils

• Support effective performance management

• Inform our recruitment and retention policies

• Allow better financial modelling and planning

• Enable ethnicity and disability monitoring

• Improve the management of workforce data across the sector

• Support the work of the School Teachers’ Review Body

   

Our lawful basis for using this data

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

• Fulfil a contract we have entered into with you

• Comply with a legal obligation

• Carry out a task in the public interest

  Less commonly, we may also use personal information about you where:

• You have given us consent to use it in a certain way

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

• We have legitimate interests in processing the data – for example, where:

  o You have applied for another position and references are required as part of safer recruitment

  o Your marital status has changed and we are obliged to inform government office about this

   

  Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you go about withdrawing consent if you wish to do so.

  Some of the reasons listed above for collecting and using personal information about you overlap, and there may be several grounds which justify the school’s use of your data.

   

Collecting this information

While the majority of information we collect from you is mandatory, there is some information that you can choose whether or not to provide to us.

Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

How we store this data

We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment. The staff files are kept within a locked cupboard in the headteacher’s office. You are able to have access to your file at any time to ensure that all information about you is up to date.

Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our retention policy which currently states that we will keep it for two years for reasons such as: fulfilling a reference request.

Data sharing

We do not share information about you with any third party without your 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 you with:

• Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and information about headteacher performance and staff dismissals

• The Department for Education- to meet our legal obligations to share information linked to performance data.

• Your family or representatives- to carry out our public task in the event of an emergency

• Other staff members- to carry out our public tasks, for example having access to your school email address so that information can be shared effectively

• Our regulator Ofsted, in order to comply with our public task

• Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll

• Central and local government to complete the legal obligation for things such as the workforce census

• Auditors- coming under a legal obligation, Trafford may be asked from auditors about financial information related to schools.

• Survey and research organisations- to meet our legal obligation in relation to ‘freedom of information’ requests

• Trade unions and associations- to carry out our public task in light of any key discussions within school linked to disciplinary/capability procedures or for events such as redundancy.

• Security organisations- in order to keep our school secure and under the lawful basis of public task, we pass on certain staff member information so that they can be contacted if necessary (such as the caretaker).

• Health and social welfare organisations to carry out our public task in line with our attendance management policy with organisations such as occupational health

• Police forces, courts, tribunals- to meet our legal obligations to share certain information with it, such as safeguarding concerns or to carry out our public task in relation to a tribunal.

• Employment and recruitment agencies- to meet the public task of supplying requested references.

• The governors- to carry out our public task within the school and remain accountable to them for finance and personnel issues.

   

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.

Your rights

How to access personal information we hold about you

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.

If you make a subject access request, and if we do hold information about you, 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

• 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 may also have the right for your 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.

   

Your other rights regarding your data

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:

• Object to the use of your personal data if it would cause, or is causing, damage or distress

• Prevent your data being used to send direct marketing

• Object to the use of your personal data for decisions being taken by automated means (by a computer or machine, rather than by a person)

• In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or restrict processing

• 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.

   

Complaints

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.

Alternatively, you can make a complaint to the Information Commissioner’s Office:

• Report a concern online at https://ico.org.uk/concerns/

• Call 0303 123 1113

• Or write to: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

   

Contact us

If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our headteacher- Martyn Wells.  If it is a data protection concern, please contact our data protection officer (Mrs Lile) via e-mail: dpo@claypoleprimary.org

This notice is based on the Department for Education’s model privacy notice for the school workforce, amended to reflect the way we use data in this school.