Privacy Policy

Great Bedwyn CofE School Privacy Notice
(How we use pupil information)

Why do we collect and use pupil information?
We collect and use pupil information under the Education Act 1996 and the EU General Protection Regulation (GDPR) which will take effect from May 25 2018, including Article 6 ‘lawfulness of processing’ and Article 9 ‘processing of special categories of personal data’

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

The categories of pupil information that we collect, hold and share include:

  • Personal information (such as name, unique pupil number, date of birth, siblings 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)
  • Relevant medical information
  • Additional or special education needs information
  • Exclusions and behavioural information
  • Assessment information
  • Contact details for parents and carers
  • Safeguarding and Child Protection reports and disclosures
  • Photographs and video clips

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.
Where we share pupil data such as school photographs on the school website, on social media or in the local press, you have a choice in this and we request your consent for this to be shared. Consent can be withdrawn at any time by contacting the headteacher and asking for pupil photographs not to be shared where public have access.

Storing pupil data

We hold pupil data in line with the recommendations of the Information and Records Management Society http://irms.org.uk/page/SchoolsToolkit
In practice this means we hold pupil data at school until the pupil moves to another school.

Who do we share pupil information with?

We routinely share pupil information with:

  • Schools that the pupils attend after leaving us
  • our local authority
  • the Department for Education (DfE)
  • Excalibur Academies Trust
  • School nurse and NHS
  • ParentMail

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.  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) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.

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-forschools

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 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 Pupils) (England) Regulations 2013.

To find out more about the pupil information we share with the department, for the purpose of data collections, go to https://www.gov.uk/education/data-collection-and-censuses-for-schools

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-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/dfe-external-data-shares

To contact DfE: https://www.gov.uk/contact-dfe

Requesting access to your personal data

Under data protection legislation, 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, contact Mrs T Simonis, School Business Manager – sbm@greatbedwyn.wilts.sch.uk

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

If you have a concern about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/

Contact:
If you would like to discuss anything in this privacy notice, please contact:

Tina Simonis, sbm@greatbedwyn.wilts.sch.uk or Karen Davis, Excalibur Academies Trust Data Protection Officer karen.davis@excalibur.org.uk

Privacy Notice
(How we use school workforce information)

The categories of school workforce information that we collect, process, hold and share include:

  • personal information (such as name, employee or teacher number, national insurance number)
  • special categories of data including characteristics information such as gender, age, ethnic group
  • contract information (such as start dates, hours worked, post, roles and salary information)
  • work absence information (such as number of absences and reasons)
  • qualifications (and, where relevant, subjects taught)
  • relevant medical information
  • information required for payroll
  • contact details, including addresses and emergency contact details
  • records of performance and performance management
  • safeguarding and Child Protection reports and disclosures
  • photographs and video clips

Why we collect and use workforce information

We collect and use information under the Education Act 1996 and the EU General Protection Regulation (GDPR) which will take effect from May 25 2018, including Article 6 ‘lawfulness of processing’ and Article 9 ‘processing of special categories of personal data’

We use school workforce data to:

  • enable the development of a comprehensive picture of the workforce and how it is deployed
  • inform the development of recruitment and retention policies
  • enable individuals to be paid
  • support professional development
  • inform budgeting, planning and financial monitoring

The lawful basis on which we process this information

We collect and use information under the Education Act 1996 and the EU General Protection Regulation (GDPR) which will take effect from May 25 2018, including Article 6 ‘lawfulness of processing’ and Article 9 ‘processing of special categories of personal data’

Collecting workforce information
Whilst the majority of 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 information to us or if you have a choice in this.

Storing this information

We hold staff data in line with the recommendations of the Information and Records Management Society http://irms.org.uk/page/SchoolsToolkit

Who we share workforce information
We routinely share information with:

  • our local authority
  • the Department for Education (DfE)
  • Excalibur Academies Trust
  • HMRC
  • Teachers Pension Scheme and Local Government Pension Scheme
  • our external payroll provider

Why we share school workforce information

We do not share information about our workforce with anyone without consent unless the law and our policies allow us to do so.  We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

We share personal data with the Department for Education (DfE) on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding / expenditure and the assessment educational attainment.  We are required to share information with the (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

Data collection requirements:

The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). All state funded schools are required to make a census submission because it is a statutory return under sections 113 and 114 of the Education Act 2005 To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, go to https://www.gov.uk/education/data-collection-andcensuses-for-schools.

The department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:

  • conducting research or analysis
  • producing statistics
  • providing information, advice or guidance

The department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal 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 securely store and handle the data

To be granted access to school workforce information, organisations must comply with its 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

To contact the department: https://www.gov.uk/contact-dfe

Requesting access to your personal data

Under data protection legislation, staff and volunteers have the right to request access to information about them that we hold. To make a request for your personal information, contact Tina Simonis, SBM, sbm@greatbedwyn.wilts.sch.uk

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

If you have a concern about the way we are collecting or using your 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/

Contact:
If you would like to discuss anything in this privacy notice, please contact: 

Tina Simonis, sbm@greatbedwyn.wilts.sch.uk

or Karen Davis, Excalibur Academies Trust Data Protection Officer karen.davis@excalibur.org.uk


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