Privacy Notice for: Eaton Primary School Pupils and Their Families
Schools are required to inform pupils and their families about how their personal data may be collected and used.
This requirement will remain once the General Data Protection Regulation (GDPR) comes into effect on 25 May 2018; however, schools will be required to revise their Privacy Notices to include further information on processing individuals’ personal data.
In order to be compliant with the GDPR we are using this Privacy Notice to communicate how we process personal data relating to pupils and their families.
Who processes your information?
Eaton Primary School is the data controller of the personal information you provide to us. This means the school determines the purposes for which, and the manner in which, any personal data relating to pupils and their families is to be processed. Mrs Lisa Cottrell acts as a representative for the school with regard to its data controller responsibilities; they can be contacted on email@example.com
In some cases, your data will be outsourced to a third party processor; however, this will only be done with your consent, unless the law requires the school to share your data. Where the school outsources data to a third party processor, the same data protection standards that Eaton Primary School upholds are imposed on the processor.
Ms Lynsey Holster is the Data Protection Officer for Evolution Academy Trust. His role is to oversee and monitor the school’s data protection procedures, and to ensure they are compliant with the GDPR. The data protection officer can be contacted through our school or at firstname.lastname@example.org.
Why do we collect and use your information?
Eaton Primary School holds the legal right to collect and use personal data relating to pupils and their families, and we may also receive information regarding them from their previous school, LA and/or the DfE. We collect and use personal data in order to meet legal requirements and in the public interest as set out in the GDPR and UK law, including those in relation to the following:
- Article 6 and Article 9 of the GDPR
- Education Act 1996
- Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013
In accordance with the above, the personal data of pupils and their families is collected and used for the following reasons:
- To support pupil learning
- To monitor and report on pupil progress
- To provide appropriate pastoral care
- To assess the quality of our service
- To comply with the law regarding data sharing
- To safeguard pupils
Which data is collected?
The categories of pupil information that the school collects, holds and shares include the following:
- Personal information – e.g. names, pupil numbers and addresses
- Characteristics – e.g. ethnicity, language, nationality, country of birth and free school meal eligibility
- Attendance information – e.g. number of absences and absence reasons
- Assessment information – e.g. national curriculum assessment results
- Relevant medical information
- Information relating to SEND
- Behavioural information – e.g. number of temporary exclusions
Whilst the majority of the personal data you provide to the school is mandatory, some is provided on a voluntary basis.
When collecting data, the school will inform you whether you are required to provide this data or if your consent is needed.
Where consent is required, the school will provide you with specific and explicit information with regards to the reasons the data is being collected and how the data will be used.
Each school has its own specific Photographic Consent Form. This form list the name of the photographers and the purposes for which photographs may be used in your child’s school.
Do you have to give us your information?
You must give us quite a lot of the information we need, but there is some information that you can choose whether to let us have it or not.
When we ask you for information that you don’t have to give us, we will ask for your permission and let you know why we want it and what we will do with it. If you don’t want us to have the information, that’s your choice.
How long is your data stored for?
Personal data relating to pupils at Eaton Primary School and their families is stored in line with the school’s GDPR Data Protection Policy.
In accordance with the GDPR, the school does not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.
Will my information be shared?
The school is required to share pupils’ data with the DfE on a statutory basis.
The National Pupil Database (NPD) is managed by the DfE and contains information about pupils in schools in England. Eaton Primary School is required by law to provide information about our pupils to the DfE as part of statutory data collections, such as the school census; some of this information is then stored in the NPD. The DfE may share information about our pupils from the NDP with third parties who promote the education or wellbeing of children in England by:
- Conducting research or analysis.
- Producing statistics.
- Providing information, advice or guidance.
The DfE has robust processes in place to ensure the confidentiality of any data shared from the NDP is maintained.
Eaton Primary School will not share your personal information with any third parties without your consent, unless the law allows us to do so. The school routinely shares pupils’ information with:
- Pupils’ destinations upon leaving the school
- The LA
- The NHS
- The DfE
- Evolution Academy Trust
What are your rights?
Parents and pupils have the following rights in relation to the processing of their personal data.
You have the right to:
- Be informed about how Eaton Primary School uses your personal data.
- Request access to the personal data that Eaton Primary School holds.
- Request that your personal data is amended if it is inaccurate or incomplete.
- Request that your personal data is erased where there is no compelling reason for its continued processing.
- Request that the processing of your data is restricted.
- Object to your personal data being processed.
Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.
If you have a concern about the way Eaton Primary School and/or the DfE is collecting or using your personal data, you can raise a concern with the Information Commissioner’s Office (ICO). The ICO can be contacted on 0303 123 1113, Monday-Friday 9am-5pm.
Four important things to understand
Now you’ve read this, we hope you understand that:
- The law allows us to get and use your information to help us do our job.
- We may share your information with others, but only when we really need to.
- We will ask for your permission to share your information whenever you have a choice.
- You can tell us not to share your information, even when you have said yes before.
Where can you find out more information?
If you would like to find out more information about how we and/or the DfE collect, use and store your personal data, please:
Pupils and Their Families Privacy Notice