As a school, we need to collect, store and use data about you, your family and your child. The data we collect, use and share allows us to operate in the public interest as a school. Without this, school improvement and the supporting, educating and safeguarding of your child would not be possible. We collect and hold personal information relating to our students and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE).
The primary use of data is to support your child throughout their education from both personal and academic perspectives and to provide rich learning experiences. We will also use data for internal analysis and, local and national statistical performance measures required by the Department of Education.
We use student data primarily to:-
We collect and use student information under Article 6, and Article 9 where data processed is ‘special category data’ from the GDPR-from 25 May 2018, and for data collection purposes under the Education Act 1996 https://www.gov.uk/education/data-collection-and-censuses-for-schools.
In some specific circumstances direct consent will be required for systems or processes which enhance the organisation offer such as:
We collect and use student information under:
Whilst the majority of student 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 student information to us or if you have a choice in this.
We hold student data for a maximum of 15 years within the school’s management information system. Additional digital systems have a specific retention policy, as outlined in the document: GDPR – IT Systems – Data Processing Summary accessible via the school website.
We routinely share relevant and specific student information with:
We are required, by law, to pass certain information about our students to our local authority (LA) and the Department for Education (DfE).
The DfE may also share student 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 General Data Protection Regulations and Data Protection Act.
Decisions on whether the 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 student 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.
Student data may be shared with relevant parties within the Mutli-Academy Trust for all reasons outlined in section 1B of this privacy notice.
We do not share information about our students with anyone without consent unless the law and our policies allow us to do so. Systems which access basic student level data in school are required to access hosted school services (e.g. network, email, learning platform etc.)
We share students’ 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 students with the (DfE) under regulation 5 of The Education (Information About Individual Students) (England) Regulations 2013.
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.
Once our students reach the age of 13, we also may pass student information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996. This enables them to provide services as follows:
A parent or guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / student once he/she reaches the age 16.
We will also share certain information about students aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.
This enables them to provide services as follows:
For more information about services for young people, please visit our local authority website.
The NPD is owned and managed by the Department for Education and contains information about students 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 students 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 Students) (England) Regulations 2013.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-student-database-user-guide-and-supporting-information.
The department may share information about our students from the NPD with third parties who promote the education or well-being of children in England by:
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:
To be granted access to student 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 student information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-student-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe
Under data protection legislation, parents and students 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 Data Protection Officer, Rachel Houchen via:
You also have the right to:
If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
If you would like to discuss anything in this privacy notice, please contact Rachel Houchen via firstname.lastname@example.org