Privacy Notice

How we collect and 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. This privacy notice explains how we collect, store and use personal data about pupils at Carr Green Primary School.

The categories of pupil information that we process include:

personal identifiers and contacts (such as name, unique pupil number, contact details and address, emergency contacts)
characteristics (such as ethnicity, language, and free school meal eligibility)
safeguarding information
special educational needs (including the needs and ranking)
medical and administration (such as doctor’s information, child health, dental health, allergies, medication and dietary requirements)
attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
assessment and attainment (such as key stage, and phonics results)
behavioural information (such as behaviour record, exclusions and any relevant alternative provision put in place)
consents for trips and other activities
catering, including meals taken, payments and free school meals
clubs and activities provision, payments, permissions and ticketing.
photographs

Why we collect and use pupil information

We collect and use pupil information, for the following purposes:

to administer school admissions
to support pupil learning
to monitor and report on pupil attainment and progress
to provide appropriate pastoral care and protect pupil’s welfare
to assess the quality of our services
to keep children safe
to meet the statutory duties placed upon us for statutory data collections
to provide extra-curricular experiences and activities
to share our pupil’s experiences (e.g. websites, newsletters, event programmes and other promotional activities)
to promote the school

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:

Public Task: collecting the data is necessary to perform tasks that schools are required to perform as part of their statutory function
Vital Interests: to keep children safe
Legal Obligation: to comply with our obligations under:
- Sections 29(3) and 573A of the Education Act 1996
- the Education (School Performance Information) (England) Regulations 2007
- regulations 5 and 8 School Information (England) Regulations 2008
- the Education (Pupil Registration) (England) (Amendment) Regulations 2013
Consent
Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time.

How we collect pupil information

We collect pupil information via:

registration forms – when a child joins the school
information from previous schools and pre-school settings
Teacher assessments and the assessments of other professionals
Local Authorities – admissions, Early Years Support, Social Services, etc
NHS and other health provision providers
Parents, guardians and family members

Pupil data is essential for the schools’ operational use. Whilst most of the pupil information you provide to us is mandatory, some of it requested on a voluntary basis. To comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.

How we store pupil data

We hold pupil data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please phone the school on 01484 715969.

Who we share pupil information with and why

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, attendance, fines, exclusions, assessments
The Department for Education- to meet our legal obligations to share information in relation to pupil’s attainment and progress
Our regulator - OFSTED- to meet our legal obligation to share information in relation to attainment, progress, attendance, exclusions and safeguarding
The pupil’s family and representatives - to meet our public task to keep parents/carers informed about all aspects of a pupil’s attainment and wellbeing
Educators and examining bodies - to meet our public task to pass on data for transitional purposes when a child moves to a new educational setting
Health and social welfare organisations - to meet public task, our legal obligation or vital interests of a pupil/family in relation to a health or safeguarding concern. Professional advisers and consultants - to meet our public task in supporting the academic or social and emotional needs of a pupil
Police forces, courts, tribunals - to meet our public task, legal obligation or the vital interests of a pupil or family
Teachers and staff within the school- to carry out their public tasks within school
Governors to carry out our public task - whilst we share data regarding exclusions, attendance and results, overall this is anonymised
Providers of extra-curricular and additional activities (e.g. Bikeability, sports providers, trip organisers)

We do not share information about pupils with any third party without consent unless the law and our policies allow us to do so.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority for the purpose of those data collections, under:

section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.

All data is transferred securely and held by the 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.

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 to be given access to your child’s educational record, contact the School Business Manager.

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 or complaint 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/