General Data Protection Regulations Privacy Notice – Parent/Carers
We need to hold personal information about your child on our computers systems 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 record 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 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 present, or in the case of public educational matters. In other circumstances you may be required to give written consent before information is released.
To ensure your child’s privacy, we will not disclose information over the telephone, fax or email unless we are sure that we are talking to you – the parent /carer. Information will not be disclosed to family and friends unless we have prior consent and we do not leave messages with others.
Why do we collect and use pupil information? We collect and use pupil information under section 537A of the Education Act 1996, and section 83 of the Children Act 1989. We also comply with Article 6(1)(c) and Article 9(2)(b) of the Data Protection Act (2018).
We use the pupil data:
to support pupil learning
to monitor and report on pupil progress
to provide appropriate pastoral care
to assess the quality of our services
to comply with the law regarding data sharing
to support you to decide what to do after you leave school
Categories of pupil information that we collect, hold and share include:
Personal information (such as name, unique pupil number and contact details)
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)
National curriculum assessment results
Special educational needs information
Relevant medical information
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 whether you are required to provide certain pupil information to us or if you have a choice in this.
Storing pupil information The school stores information on several computer and paper-based systems and have set periods for each system for the information to retained. Should you require further information about which systems, please contact our Data Protection Officer. The longest period that we can hold your child’s information is until the child reaches the age of 25, at which point all data will be removed for our systems.
Sharing Information There are strict controls on who can see your information. We will not share your data if you have advised us that you do not want it shared unless it is the only way we can make sure you stay safe and healthy or we are legally required to do so. We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. We routinely share pupil information with:
schools or colleges that the pupils attend after leaving us
our local authority and their commissioned providers of local authority services
the Department for Education (DfE)
Our information is held on a number of systems that have third party access, we have checked with each supplier to ensure they are compliant with General Data Protection Regulations, and that they will not access or use any child data without prior and specific permission from you.
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. To find out more about the data collection requirements placed on us by the DfE (for example; via the school census) go to https://www.gov.uk/education/data-collection-andcensuses-for-schools We are required to share information about our pupils with the DfE under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
Requesting access to your personal data Under Data Protection Regulations, parents and pupils 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, please contact our data protection officers directly, who will arrange for this to happen within the required time.
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
Parent / Carer information The School will also store basic information such as name, relationship and contact details for all parents / carers on our system so that we can contact you, and to help maintain the safety of our children. We will retain this information for the period that your child is at the school. This data will also be subject to the conditions as outlined in this notice.
Data Protection Officer The school has an independent data protection officer service supplied by Global Policing Limited. Global Policing is an organisation run by ex-senior police officers who specialise in working with schools and have vast experience of data protection matters. If you have any questions or comments, or wish to make any requests under the Regulations, you should contact them directly:
If you have a concern about the way we are collecting or using personal data, we ask 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
Address: Crumpsall Lane, Manchester, M8 5SR Telephone number: 0161 740 3741 Email address: firstname.lastname@example.org (Mrs. Hayes, Office Manager) Please contact Mrs. Hayes in our school office if you have any queries. If she is unavailable, other members of our office team will be able to assist you.
All material on our website is available as a paper copy.