As you are most likely already aware, General Data Protection Regulations (GDPR) replaced the Data Protection Act 1998 in May 2018. We are required to tell all data subjects about the data that is collected stored and processed. The school have produced a new Privacy Notice detailing how personal data is used, stored and shared.
Privacy Notice for Parent/Carers
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 ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about pupils and parents/carers.
St Andrew’s Church of England Primary School is the ‘data controller’ for the purposes of data protection law. Our data protection officer is Mr Mansel Davies
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:
- Personal information ( such as contact details, contact preferences, date of birth, identification documents)
- Characteristics, such as ethnicity, nationality, country of birth, eligibility for free school meals ,service premium .
- Details of any medical conditions ( including physical and mental health ,allergies, medication) and dietary requirements.
- Attendance information (such as sessions attended, number of absences and reasons for absence. term time leave requests. )
- Safeguarding information
- Details of any Special Educational Needs ( such as support received, including care packages, plans and support providers.)
- Photographs such as photographs taken in lessons ,school trips and on the website.(subject to permission)
- Results of internal assessments and externally set tests
- Any correspondence sent to the Headteacher about a specific child or received from a parent/carer.
- Pupil and curricular records
- Exclusion information
We may also hold data about pupils that we have received from other organisations, including other schools, local authorities and the Department for Education
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
- Promotion of the school via the school website
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. This consent can be withdrawn at any time.
- We need to protect the individual’s vital interests (or someone else’s interests)
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.
How 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.
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,/admissions ,attendance, special educational needs, free school meals, health and safety etc.
- The Department for Education-to share certain information which determines the amount of funding the school receives.
- The pupil’s family and representatives-to ensure current data is accurate.
- The Standards and Testing agency-to share test results as well as test papers to be marked externally e.g. Year 6 SAT tests.
- Ofsted and Church School inspectors-to meet our legal obligations to share certain information with them.
- Suppliers and service providers on behalf of the school ,these providers also conform to GDPR regulations:
-communication system provider, which includes online payments and parents evening booking system, texting service ,Dojo
- secure online resource providers/platforms- e.g. My Maths,, Fiction Express. Tapestry
-data tracking system provider (including sports provider) e.g. I track
-before and after school club provider
-some educational visit venues require health and safety information prior/during the visit
-school photographers- official school photographer
- Our auditors
- Survey and research organisations -for example DfE studies
- The NHS and any other health/behavioral professionals and external safeguarding authorities.
- ICT service providers and Capita SIMS.
- Professional advisers and consultants-e.g. Woodlands Outreach services
- Police forces, courts, tribunals
- Next school or educational setting
- Health and Safety executive
- The parents Teachers association-(PTFA) who organize charity school events fundraising for the school.
- The National pupil databases (managed by the DfE)-schools are obliged to submit statutory data for the school census.
Your 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.
Parents/carers also have a legal right to access to their child’s educational record. To request access, please contact Mrs Aileen MacMillan.
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.
Concerns regarding school processing data
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 Mansel Davies Tel:01743 244632
Alternatively if you don’t feel your concern has been actioned, 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
If you have any questions, concerns or would like more information about anything mentioned in this privacy notice, please contact our data protection officer:
* Mr Mansel Davies 01743 244632 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.