GILDED HOLLINS COMMUNITY PRIMARY SCHOOL
Privacy Notice 2022-2023
(How we use pupil information)
The categories of pupil information that we process include:
Why we collect and use this information
We collect and use pupil information, for the following reasons:
The lawful basis on which we use this information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
We collect and use pupil information under Article 6 and Article 9 of the GDPR from the 25th May 2018 where data processed is a special category.
Education Act 1996 departmental censuses – this information can be found in the census guide documents on the following website https://www.gov.uk/education/data-collectionand-censuses-for-schools
How we collect pupil information
We collect pupil information via pupil data collection forms e.g. at the start of the school year. In addition, when a child joins us from another school, we are sent a secure file containing relevant information.
Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with GDPR 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.
Storing pupil data
We hold pupil data securely for the length of time that children attend school.
Personal data that has become inaccurate or out of date will be disposed of securely.
We hold pupil data securely for the set amount of time shown in our data retention schedule.
Who we share pupil information with
We routinely share pupil information with:
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 our local authority (LA) and the Department for Education (DfE) under section 3 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/datacollection-and-censuses-for-schools.
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 NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-andsupporting-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:
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:
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/national-pupil-database-requests-received
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 the school office.
You also have the right to:
If you have a concern about the way we are collecting or using your personal data, we request 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/
Any questions, concerns or further information in regards to the privacy notice above, please contact the school officer in the first instance, or our Data Protection Officer, Mrs Joanne Buckley on firstname.lastname@example.org