Privacy Policy Pupils

Privacy Notice for pupils

(How we use and process pupil information)

You have a legal right to be informed about how our school uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.

This privacy notice explains how we collect, store and use personal data about you.

For the purposes of UK GDPR Pioneer Educational Trust is the ‘data controller’.

Our data protection officer is Nicola Cook, Schools DPO.

The categories of pupil information that we hold

We hold some personal information about you to make sure we can help you learn and look after you at school. For the same reasons, we get information about you from some other places too – like other schools, the local council and the government. This information includes:

  • Personal information (such as your name and address)
  • Characteristics (such as your ethnicity, language, nationality, country of birth)
  • Attendance records (including absences and reasons for your absence)
  • Assessment information (such as end of year/Key Stage tests, SATs results, GCSE / A-level awards)
  • Medical information (such as allergies to food, any medication you may need and medical incidents that have occurred inside or outside of school that may your affect learning)
  • Special Educational Needs and Disabilities information (such as specific learning difficulties, specific medical needs and previous learning or medical needs)
  • Behavioural information (such as rewards, achievements, sanctions and exclusions)
  • Post 16 information (such as destinations data, UCAS applications and grants)
  • safeguarding information (such as court orders and professional involvement)
  • photographs
  • CCTV images captured in school

This list is not exhaustive.

Why we collect and use pupil information

We collect and use this information, to help run your school, including:

  1. to support your learning
  2. to monitor and report on your progress and to give your any extra support that you may need
  3. to provide you with appropriate pastoral care so that we can look after your wellbeing while you are in school
  4. to evaluate the quality of our teaching and learning
  5. to keep all of our pupils safe
  6. to meet the statutory duties placed upon us for DfE data collections

 Our legal basis for using this data

We will only collect and use your information when the law allows us to. Most often, we will use your information where:

  • We need to comply with the law
  • We need to use it to carry out a task in the public interest (in order to provide you with an education)
  • We have a legitimate interest

Sometimes, we may also use your personal information where:

  • You, or your parents/carers have given us permission to use it in a certain way
  • We need to protect your interests (or someone else’s interest)

Where we have got permission to use your data, you or your parents/carers may withdraw this at any time. We will make this clear when we ask for permission, and explain how to go about withdrawing consent. Some of the reasons listed above for collecting and using your information overlap, and there may be several grounds which mean we can use your data.

Some personal data is considered more sensitive and requires extra protection.  This is special category data and it includes race, ethnicity, religious beliefs, medical conditions, genetic information and biometric data, and also criminal convictions. 

If we are processing special category data, we will identify an additional lawful condition, such as:

  • we have explicit consent
  • to meet our obligations as a data controller or your obligations
  • to meet our public interest task of keeping pupils safe.

How we collect pupil information

We collect pupil information via admissions and registration forms, Common Transfer Files (CTF) or secure file transfers from your previous school, pupil data collection sheets, in person, via telephone calls and/or emails initiated by you or your parent.

Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis.  If it’s optional, we will always tell you.

 How we store pupil data

We will keep personal information about you while you are a pupil at our school. We may also keep it after you have left the school, where we are required to by law.

We use a guideline from the Information and Records Management Society which sets out how long we must keep information about pupils.

Who we share pupil information with

We do not share personal information about you with anyone outside the school without permission from you or your parents/carers, unless the law and our policies allow us to do so. Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:

  • schools and other educational environments that you may attend after leaving us
  • local authorities
  • your family and representatives
  • Ofsted (the organisation that regulates and supervises all academies like our schools)
  • the Department for Education (DfE)
  • the Police and Law Enforcement
  • local School Nursing Teams
  • local NHS trusts
  • local Safeguarding agencies
  • our MIS (Management Information System, which is an electronic way of storing information about you), Assessment and Behaviour software providers
  • Examination Boards
  • Tour operators and insurance companies
  • Slough Music Service
  • ParentPay

This list is not exhaustive.

When we share your personal data with third parties, we provide the minimum amount of information necessary for the purpose.

Why we regularly share pupil information

We are required to provide information about you to the Department for Education (a government

department) as part of data collections such as the school census.  The information that we provide then:

  • supports school funding (the government provide funding to schools based on the numbers of children and their characteristics in each school)
  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

Some of this information is then stored in the National Pupil Database, which is managed by the Department for Education and provides evidence on how schools are performing. This, in turn, supports research.

The database is held electronically so it can easily be turned into statistics. The information it holds is collected securely from schools, local authorities, exam boards and others.

The Department for Education may share information from the database with other organisations which promote children’s education or wellbeing in England. These organisations must agree to strict terms and conditions about how they will use your data.

You can find more information about this on the Department for Education’s webpage on how it collects and shares research data.

You can also contact the Department for Education if you have any questions about the database.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

Your rights – requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold, known as a ‘subject access request’. You can make this request as long as we judge that you can properly understand your rights and what they mean.  To make a request for your personal information, contact Mrs J Coaker – PA to Headteacher.

 If you make a subject access request, and if we do hold information about you, we will give you a copy of the information in a clear form.

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
  • a right to seek redress, either through the ICO, or through the courts

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 Mrs J Coaker – PA to Headteacher.

 If you would like to contact our data protection officer, please contact her through Mrs Bhamini Lynn, blynn@pioneereducationaltrust.org.uk

 

Privacy Notice

Privacy Notice for pupils

(How we use and process pupil information)

You have a legal right to be informed about how our school uses any personal information that we hold about you. To comply with this, we provide a ‘privacy notice’ to you where we are processing your personal data.

This privacy notice explains how we collect, store and use personal data about you.

For the purposes of UK GDPR Pioneer Educational Trust is the ‘data controller’.

Our data protection officer is Nicola Cook, Schools DPO.

 The categories of pupil information that we hold

We hold some personal information about you to make sure we can help you learn and look after you at school. For the same reasons, we get information about you from some other places too – like other schools, the local council and the government. This information includes:

  • Personal information (such as your name and address)
  • Characteristics (such as your ethnicity, language, nationality, country of birth)
  • Attendance records (including absences and reasons for your absence)
  • Assessment information (such as end of year/Key Stage tests, SATs results, GCSE / A-level awards)
  • Medical information (such as allergies to food, any medication you may need and medical incidents that have occurred inside or outside of school that may your affect learning)
  • Special Educational Needs and Disabilities information (such as specific learning difficulties, specific medical needs and previous learning or medical needs)
  • Behavioural information (such as rewards, achievements, sanctions and exclusions)
  • Post 16 information (such as destinations data, UCAS applications and grants)
  • safeguarding information (such as court orders and professional involvement)
  • photographs
  • CCTV images captured in school

This list is not exhaustive.

 Why we collect and use pupil information

We collect and use this information, to help run your school, including:

  1. to support your learning
  2. to monitor and report on your progress and to give your any extra support that you may need
  3. to provide you with appropriate pastoral care so that we can look after your wellbeing while you are in school
  4. to evaluate the quality of our teaching and learning
  5. to keep all of our pupils safe
  6. to meet the statutory duties placed upon us for DfE data collections

Our legal basis for using this data

We will only collect and use your information when the law allows us to. Most often, we will use your information where:

  • We need to comply with the law
  • We need to use it to carry out a task in the public interest (in order to provide you with an education)
  • We have a legitimate interest

Sometimes, we may also use your personal information where:

  • You, or your parents/carers have given us permission to use it in a certain way
  • We need to protect your interests (or someone else’s interest)

Where we have got permission to use your data, you or your parents/carers may withdraw this at any time. We will make this clear when we ask for permission, and explain how to go about withdrawing consent. Some of the reasons listed above for collecting and using your information overlap, and there may be several grounds which mean we can use your data.

Some personal data is considered more sensitive and requires extra protection.  This is special category data and it includes race, ethnicity, religious beliefs, medical conditions, genetic information and biometric data, and also criminal convictions. 

If we are processing special category data, we will identify an additional lawful condition, such as:

  • we have explicit consent
  • to meet our obligations as a data controller or your obligations
  • to meet our public interest task of keeping pupils safe.

How we collect pupil information

We collect pupil information via admissions and registration forms, Common Transfer Files (CTF) or secure file transfers from your previous school, pupil data collection sheets, in person, via telephone calls and/or emails initiated by you or your parent.

Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis.  If it’s optional, we will always tell you.

 How we store pupil data

We will keep personal information about you while you are a pupil at our school. We may also keep it after you have left the school, where we are required to by law.

We use a guideline from the Information and Records Management Society which sets out how long we must keep information about pupils.

Who we share pupil information with

We do not share personal information about you with anyone outside the school without permission from you or your parents/carers, unless the law and our policies allow us to do so. Where it is legally required, or necessary for another reason allowed under data protection law, we may share personal information about you with:

  • schools and other educational environments that you may attend after leaving us
  • local authorities
  • your family and representatives
  • Ofsted (the organisation that regulates and supervises all academies like our schools)
  • the Department for Education (DfE)
  • the Police and Law Enforcement
  • local School Nursing Teams
  • local NHS trusts
  • local Safeguarding agencies
  • our MIS (Management Information System, which is an electronic way of storing information about you), Assessment and Behaviour software providers
  • Examination Boards
  • Tour operators and insurance companies
  • Slough Music Service
  • ParentPay

This list is not exhaustive.

When we share your personal data with third parties, we provide the minimum amount of information necessary for the purpose.

Why we regularly share pupil information

We are required to provide information about you to the Department for Education (a government

department) as part of data collections such as the school census.  The information that we provide then:

  • supports school funding (the government provide funding to schools based on the numbers of children and their characteristics in each school)
  • supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

Some of this information is then stored in the National Pupil Database, which is managed by the Department for Education and provides evidence on how schools are performing. This, in turn, supports research.

The database is held electronically so it can easily be turned into statistics. The information it holds is collected securely from schools, local authorities, exam boards and others.

The Department for Education may share information from the database with other organisations which promote children’s education or wellbeing in England. These organisations must agree to strict terms and conditions about how they will use your data.

You can find more information about this on the Department for Education’s webpage on how it collects and shares research data.

You can also contact the Department for Education if you have any questions about the database.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

Your rights – requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold, known as a ‘subject access request’. You can make this request as long as we judge that you can properly understand your rights and what they mean.  To make a request for your personal information, contact Mrs J Coaker – PA to Headteacher.

 If you make a subject access request, and if we do hold information about you, we will give you a copy of the information in a clear form.

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
  • a right to seek redress, either through the ICO, or through the courts

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 Mrs J Coaker – PA to Headteacher.

 If you would like to contact our data protection officer, please contact her through Mrs Bhamini Lynn, blynn@pioneereducationaltrust.org.uk

 

Useful Links

Julie Coaker- PA to Headteacher jcoaker@foxboroughprimary.co.uk