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Longroyde Primary School Privacy NoticePrivacy Notice for Parents & Carers

Privacy Notice (How we use Pupil Information)

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 ‘information notices’) to individuals and we also make this available on the school website.
Introduction
The General Data Protection Regulation (GDPR) sets out the law relating to data protection and this privacy notice and the way we handle your personal data is all carried out in accordance with that law.

Under the GDPR anyone who holds and controls the way in which data is used is known as a data controller. We, Longroyde Infant and Junior School, are a ‘data controller’ for the purposes of the data protection law.

This privacy notice sets out the following information:
The personal data we hold
Why we use this data
Our legal basis for using this data
Collecting this personal data
How long we store this data
Data Sharing - Who we share any personal data with and why
Parents and Pupils’ rights regarding personal data
Other Rights
Complaints
Data Protection Officer
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
CCTV
We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education.
We also hold the parent/carers and emergency contact details that you have provided for your child.

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
Safeguarding

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.
This legal basis for collecting and using personal data is set out in Article 6 and Article 9 of the GDPR.
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.
We do not use cookies (data files that can track users) on our website.

How long 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. The schedule set out in the Information and Records Management Society’s toolkit for schools sets out how long we keep information about pupils, what we retain and what we dispose of and when.
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Data sharing – who we share any personal data with and why
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 obligation to provide census information (see further information below) and information on attainment and progress.
The pupil’s family and representatives – in order to provide the child’s parents/carers with information about performance, attainment, attendance and behaviour.
Educators and examining bodies – externally marked test papers contain pupil names and dates of birth.
Our regulator e.g. Ofsted – requires data to analyse performance of the school. On visiting the school the inspector will ask to see staff applications/references, pupil information, reports and referrals.
Suppliers and service providers – to enable them to provide the service we have contracted them for such as online digital learning environments and our online tracking system.
Financial organisations – such as moneyless payment systems, giving parents the facility to pay for dinner money and school trips digitally.
Central and local government - termly census data.
Our auditors – financial auditors who inspect our school every 3 years.
Survey and research organisations – publishing companies and local universities, carrying out case studies on the performance of our pupils.
Health authorities – school nursing team, national NHS data collection of heights and weights initiative for Reception and Year 6 children.
Children’s Social Care
Security organisations
Health and social welfare organisations – if there is a medical need or arrangement for a particular child or if it is in the interests of safeguarding of the child.
Professional advisers and consultants – eg - Writing moderators for Standards and Testing Agency – who select pupils work to moderate.
Police forces, courts, tribunals – these services require access to data should an incident occur to one of our pupils, staff, families.

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.
You can also contact the Department for Education with any further questions about the NPD.

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 ensure that the organization outside the EEA is compliant with the GDPR. We do not currently transfer personal data to a country outside the EEA and don’t propose to in the future but will liaise directly with any individuals who may move to a country outside the EEA.

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 data protection officer (see details below under the ‘Data Protection Officer’ section).
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.
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

Data Protection Officer
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:
Debbie Pettiford LL.B LL.M
Solicitor and Associate Fellow of the Higher Education Academy
dpo.justyourvoice@outlook.com
07711250786

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

Longroyde Primary School Privacy Policy Privacy Policy for StaffPrivacy Notice for Staff

Privacy Policy (How we use school workforce information)

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 ‘information 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.

Any organisation who holds, processes and shares personal data is known as a data controller under the data protection laws. We, Longroyde Infant and Junior School and the Local Authority are the Data Controller for the purposes of the Data Protection Act.
Personal data is held by the school and the Local Authority about those employed or otherwise engaged to work, either on a paid, contracted or voluntary basis at the school or Local Authority.
This privacy notice sets out the following information:
The personal data we hold
Why we use this data
Our legal basis for using this data
Collecting this personal data
How long we store this data
Data Sharing - Who we share any personal data with and why
Data Collection Requirements
Other Rights
Complaints
Data Protection Officer

The personal data we hold:
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)
Financial Information (such as bank details, payroll information, pension information)
work absence information (such as number of absences and reasons)
qualifications (and, where relevant, subjects taught)
relevant medical information
evidence of Right to Work information
proof of identity
next of kin information (such as name, relationship, contact numbers)
accident at work information
disciplinary information
CPD information
Performance information (such as appraisals)
Photographs
Disclosure and Baring Service information
Reference information for recruitment
Trade union information

Why We Use this Data
The purpose of processing the data is to assist in the smooth running of the school and to ensure the following:

The enable staff to be paid
To ensure the recruitment of suitably qualified staff in line with our safeguarding obligations towards pupils
Improving the management of the workforce including effective performance management
Improving the management of workforce data across the sector
Enabling development of a comprehensive picture of the workforce and how it is deployed
Informing the development of recruitment and retention policies
Allowing better financial modelling and planning
Enabling the monitoring of ethnicity and disability information
Supporting the work of the School Teachers’ Review Body
To maintain our own accounts and records
To support staff training
To provide appropriate pastoral case
To assess the quality of our services

Our legal 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 your personal information 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

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.

The above is in compliance with the legal bases set out under Article 6 and the processing of special categories of personal data under Article 9 of the General Data Protection Regulations (GDPR). We also have obligations under the Education Act 1996 – this information can be found in the census guide documents on the following website https://www.gov.uk/education/data-collection-and-censuses-for-schools]
Collecting this personal data
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 data protection legislation, we will inform you whether you are required to provide certain school workforce information to us or if you have a choice in this.

How long 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.

We hold school workforce data securely for the time you are in our school and in compliance with the timescales set out on www.IRMS.org.uk/page/schoolstoolkit and the schools GDPR Data Protection Policy.

Personal information that is no longer needed, or has become inaccurate or out of date, is disposed of securely. For example, we will shred paper-based records, and override electronic files. We may also use an outside company to safely dispose of electronic records and paper records.

We keep information about you on computer systems and paper. There are strict controls on who can see your information.

Data Sharing – who we share any personal data with and why
2.
3. Who we share this information with
We are required, by law, to pass on some of this personal data to:

our local authority
the Department for Education (DfE)

We will not share information about you with third parties without your consent unless the law allows us to. Some examples of who we may share your data with include:

Your family or representatives (e.g. details relating to an emergency)
Educators and examining bodies
Ofsted
Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll
Financial organisations
Our auditors
Survey and research organisations (we will seek your consent in advance of this)
Trade unions and associations
Health Authorities and Social Welfare organisations
Police forces, courts, tribunals,
Professional Bodies

If you require more information about how we and/or DfE store and use your personal data please visit:
https://www.gov.uk/data-protection-how-we-collect-and-share-research-data

4.
5. Why we share school workforce information
We do not share information about workforce members with anyone without consent unless the law and our policies allow us to do so.

Local authority
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.

Department for Education (DfE)
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 about our school employees with our local authority (LA) and the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
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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-and-censuses-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


Other 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. To make a request for your personal information, contact the Data Protection Officer and Head Teacher in the first instance.

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 our Data Protection Officer in the first instance.

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

Data Protection Officer
If you have any questions, concerns or would like more information about anything mentioned please contact the data protection officer, Debbie Pettiford (dpo.justyourvoice@outlook.com) or 07711250786.

This privacy 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.