Privacy Notice
Privacy Notice (How we use Pupil Information)
Tredworth Junior School is the Data Controller for the use of personal data in this privacy notice
The categories of pupil information that we process include:
• personal identifiers and contacts (such as name, unique pupil number, contact details and address)
• characteristics (such as ethnicity, language, and free school meal eligibility)
• safeguarding information (such as court orders and professional involvement)
• special educational needs (including the needs and ranking)
• medical and administration (such as doctors’ 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
• behavioural information (such as exclusions and any relevant alternative provision put in place)
- club and trip consent information (such as alternative emergency contact information, medical information, collection arrangements)
Why we collect and use pupil information
The personal data collected is essential, for the school to fulfil their official functions and meet legal requirements.
We collect and use pupil information, for the following purposes:
a) to support pupil learning
b) to monitor and report on pupil attainment progress
c) to provide appropriate pastoral care
d) to assess the quality of our services
e) to keep children safe (food allergies, or emergency contact details)
f) to meet the statutory duties placed upon us by the Department for Education
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing pupil information are:
- for the purposes of (a), (b), (c) & (d) in accordance with the legal basis of Public task: collecting the data is necessary to perform tasks that schools are required to perform as part of their statutory function
- for the purposes of (e) in accordance with the legal basis of Vital interests: to keep children safe (food allergies, or medical conditions)
- for the purposes of (f) in accordance with the legal basis of Legal obligation: data collected for DfE census information o Section 537A of the Education Act 1996
Collecting pupil information
We obtain pupil information via admission form upon entry to the school and then via data collection sheets at parent consultation meetings. 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 most of the pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis.
Storing pupil data
Data is stored in a range of different places, including your school file, SIMS, the school IT system, and in other IT systems (including the school’s email system). The information is kept secure. We store pupil data on secure digital platforms as well as basic pupil details in paper files in locked cabinets. We hold pupil data securely for the set amount of time shown in our data retention schedule.
Who we share pupil information with
- school that the pupil attends after leaving us
- our local authority
- the Department for Education (DfE)
- NHS
- ICT Services/Applications who are providing Educational Resources/Support to your child
Why we routinely 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.
Department for Education
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 data collections, under:
• Section 537A of the Education Act 1996
• the Education Act 1996 s29(3)
• 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
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.
Local Authorities
We may be required to share information about our pupils with the local authority to ensure that they can conduct their statutory duties under
• the Schools Admission Code, including conducting Fair Access Panels.
Requesting access to your personal data
Under UK GDPR, 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 Mr Andrew Darby, Headteacher, Tredworth Junior School, Tredworth Road, Gloucester, GL1 4QG or email admin@tredworth-jun.gloucs.sch.uk.
Depending on the lawful basis above, you may 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, 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/
Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting Mr Andrew Darby, Headteacher, Tredworth Junior School, Tredworth Road, Gloucester, GL1 4QG or email admin@tredworth-jun.gloucs.sch.uk.
Last updated
We may need to update this privacy notice periodically, so we recommend that you revisit this information from time to time.
Contact
If you would like to discuss anything in this privacy notice, please contact:
Data Protection Officer – Gloucestershire County Council on 01452 583619 or email schoolsdpo@gloucestershire.gov.uk
How Government uses your data
The pupil data that we lawfully share with the DfE through data collections:
• underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
• informs ‘short term’ education policy monitoring (for example, school GCSE results or Pupil Progress measures).
• supports ‘longer term’ research and monitoring of educational policy. (for example, how certain subject choices go on to affect education or earnings beyond school)
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/data-collection-and-censuses-for-schools
The National Pupil Database (NPD)
Much of the data about pupils in England goes on to be held in 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.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
Sharing
The law allows the Department to share pupils’ personal data with certain third parties, including:
• schools
• local authorities
• researchers
• organisations connected with promoting the education or wellbeing of children in England
• other government departments and agencies
• organisations fighting or identifying crime
For more information about the Department’s NPD data sharing process, please visit:
Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime.
For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares
How to find out what personal information DfE hold about you
Under the terms of the Data Protection Act 2018, you are entitled to ask the Department:
• if they are processing your personal data
• for a description of the data they hold about you
• the reasons they’re holding it and any recipient it may be disclosed to
• for a copy of your personal data and any details of its source
If you want to see the personal data held about you by the Department, you should make a ‘subject access request’. Further information on how to do this can be found within the Department’s personal information charter that is published at the address below:
To contact DfE: https://www.gov.uk/contact-dfe