Privacy Notice
Pye Bank CE Primary School
GDPR privacy notice for pupils and their families
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 their families.
Who processes your information?
Pye Bank CE Primary 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 Stanley acts as a representative for the school with regard to its data controller responsibilities; she can be contacted on 0114 2760472.
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 Pye Bank CE Primary upholds are imposed on the processor.
Clare Sturman is the data protection officer. Her 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 on 01709 718640 or csturman@dsat.education
Why do we collect and use your information?
Pye Bank CE Primary 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 legitimate interests set out in the GDPR and UK law, including those in relation to the following:
Any personal data that we process about our pupils and parents is done so in accordance with Article 6 and Article 9 of UK GDPR. Our legal basis for processing your personal data, in line with Article 6(1)(c) (legal obligation) includes (but not necessarily limited to):
- Article 6 and Article 9 of the GDPR
- Education Act 1994, 1996, 2002, 2011
- Education and Adoption Act 2016
- Regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013
- Education and Skills Act 2008
- Children Act 1989, 2004
- Children and Families Act 2014
- Education (Special Educational Needs) Regulations 2001
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 attainment progress
- to provide appropriate pastoral care
- to assess the quality of our services
- to keep children safe (food allergies, or emergency contact details)
- to meet the statutory duties placed upon us for the Department for Education (DfE) data collections
Which data is collected?
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 (such as key stage 1 and phonics results and any relevant results)
- behavioural information (such as exclusions and any relevant alternative provision put in place)
We may also hold data about pupils that we receive from other organisations, including other schools, local authorities and the Department for Education.
The lawful basis for processing this information is under Article 6 of the GDPR:
- Article 6(e) Public task
- Article 6(a) Consent
Where special categories of data are collected under Article 9 of the GDPR:
- Article 9 (2)(a) Explicit consent where applicable
- Article 9 (2)(g) Reasons of substantial public interest
We collect pupil information via registration forms or Common Transfer File (CTF).
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 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 long is your data stored for?
We hold pupil data securely for the set amount of time shown in our data retention schedule; DSAT Trust Retention Schedule.
Who we share pupil information with
We routinely share pupil information with:
- schools that the pupils attend after leaving us
- our local authority through an Information Sharing Agreement
- the Department for Education (DfE)
- The NHS (including the School Nursing Team)
- CPOMS (Child Protection Online Monitoring System)
- Arbor
- Class Dojo
- Swimphony
- Bookmark Reading Charity
- Insight Tracking
- Inventry
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 regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
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.
Why we regularly 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.
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 Clare Sturman (DPO) or the school directly.
You have the right to:
- to ask us for access to information about you that we hold
- to have your personal data rectified, if it is inaccurate or incomplete
- to request the deletion or removal of personal data where there is no compelling reason for its continued processing
- to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
- to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
- not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you
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/
For further information on how to request access to personal information held centrally by the Department for Education (DfE), please see the ‘How Government uses your data’ section of this notice.
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 Clare Sturman, Data Protection Officer on 01709 718 640 or csturman@dsat.education
How Government uses your data
The pupil data that we lawfully share with the Department for Education (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 and school accountability and intervention (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 (DfE) (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 (DfE) 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 for Education (DfE).
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-informationT
Sharing by the Department for Education (DfE)
The law allows the Department for Education (DfE) to share pupils’ personal data with certain third parties, including:
- schools and 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 for Education’s (DfE) NPD data sharing process, please visit:
https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
Organisations fighting or identifying crime may use their legal powers to contact the Department for Education (DfE) to request access to individual level information relevant to detecting that crime.
For information about which organisations the Department for Education (DfE) 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 the Department for Education (DfE) holds about you
Under the terms of the Data Protection Act 2018, you are entitled to ask the Department for Education (DfE):
- 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 for Education (DfE), you should make a ‘subject access request’. Further information on how to do this can be found within the Department for Education’s (DfE) personal information charter that is published at the address below:
To contact the Department for Education (DfE): https://www.gov.uk/contact-dfe
Last updated
We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated on 30/10/23.
Contact
If you would like to discuss anything in this privacy notice, please contact: Clare Sturman, Data Protection Officer on 01709 718 640 or csturman@dsat.education
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GDPR privacy notice for the school workforce
Schools are currently required to detail to staff 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. Schools can use this template privacy notice to ensure they are compliant with the GDPR and communicate how they process personal data relating to the school workforce.
Who processes your information?
The school is the data controller of the personal information you provide to us. This means they determine the purposes for which, and the manner in which, any personal data relating to staff is to be processed. A representative of the school, Karen Stanley can be contacted on 0114 276 0472
Clare Sturman is the data protection officer. His role is to oversee and monitor the school’s data processing practices. This individual can be contacted on 01709 718 640 or csturman@dsat.education
Where necessary, third parties may be responsible for processing staff members’ personal information. Where this is required, the school places data protection requirements on third party processors to ensure data is processed in line with staff members’ privacy rights.
Why do we need your information?
Pye Bank C of E Primary School has the legal right and a legitimate interest to collect and process personal data relating to those we employ to work at the school, or those otherwise contracted to work at the school.
We use workforce data to:
- enable the development of a comprehensive picture of the workforce and how it is deployed
- inform the development of recruitment and retention policies
- enable individuals to be paid
The lawful basis for processing this information is under Article 6 of the GDPR:
- Public Task – the processing is necessary for the school to perform a task in the public interest or for the official functions, and the task or function has a clear basis in law.
- Consent – the employee has given clear consent for the school to process the pupil’s personal data for specific purposes.
- Legal Obligation – processing personal data that is necessary for the legitimate interests of the school or those of a third party.
Where special categories of data are collected under Article 9 of the GDPR:
- The data subject has been given specific consent to the processing of their personal data for one or more specified purposes.
- Processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right of data protection and provide for suitable and specific measures to safeguard the fundamental rights in the interests of the data subject.
We process personal data in order to meet the safeguarding requirements set out in UK employment and childcare law, including those in relation to the following:
- Academy Funding Agreement
- Academy’s legal framework
- Safeguarding Vulnerable Groups Act 2006
- The Childcare (Disqualification) Regulations 2009
If staff members fail to provide their personal data, there may be significant consequences. This could include appropriate disciplinary actions, including verbal and written warnings.
For which purposes are your personal data processed?
In accordance with the above, staff members’ personal data is used for the following reasons:
- Contractual requirements
- Employment checks, e.g. right to work in the UK
- Salary requirements
- Health & Safety at work
Which data is collected?
The personal data the school will collect from the school workforce includes the following:
- Names
- National insurance numbers
- Characteristics such as ethnic group
- Employment contracts
- Remuneration details
- Qualifications
- Absence information
- Next of Kin and associated contact number
- Medical Requirements
We collect personal information via our recruitment process.
Workforce data is essential for the school’s / local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is 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 information to us or if you have a choice in this and we will tell you what you need to do if you do not want to share this information with us.
How long is your data stored for?
Personal data relating to staff at Pye Bank C of E Primary School is stored in line with the school’s DSAT Trust Retention Schedule.
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 your personal data be sought from third parties?
We routinely share this information with:
- our local authority (where applicable)
- the Department for Education (DfE)
- The Diocese of Sheffield Academies Trust
We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
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) for the purpose of those data collections, under:
We are required to share information about our school employees with the (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
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.
Requesting access to your personal data
Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact Clare Sturman, DPO.
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, we ask 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/
For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.
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 data controller.
How 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 visit our website https://www.pyebank.sheffield.sch.uk/ or please see ‘How Government uses your data’ section.
Last updated
We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated on 25/01/21.
Contact
If you would like to discuss anything in this privacy notice, please contact: Clare Sturman, Data Protection Officer on 01709 718 640 or csturman@dsat.education
