Data
Protection Act 2018 & UK-GDPR
Privacy Notice – Parent / Carers
We need to hold personal information
about your child on our computers systems and in paper records to help us with
their educational needs.
Pike Fold Primary School is required to process
personal data about you and your child to fulfil our duties
as an education provider. This privacy notice outlines
the type of data we collect, why we need it and how
it will be processed.
Your Head teacher
is responsible for their accuracy and safe-keeping. Please help to keep your
child’s records up to date by informing us of any change of circumstances.
School staff
have access to your child’s records to enable them to do their jobs. From time
to time information may be shared with others involved in your child’s care, if
it is necessary. Anyone with access to your child’s record is properly trained
in confidentiality issues and is governed by a legal duty to keep their details
secure, accurate and up to date.
All information about your child is held securely and appropriate safeguards
are in place to prevent loss.
In some
circumstances we may be required by law to release your child’s details to
statutory or other official bodies, for example if a court order is present, or
in the case of public educational matters. In other circumstances you may be
required to give written consent before information is released.
To ensure
your child’s privacy, we will not disclose information over the telephone, fax
or email unless we are sure that we are talking to you – the parent /carer.
Information will not be disclosed to family and friends unless we have prior
consent and we do not leave messages with others.
Why do we collect and use pupil information?
We
collect and use pupil information under section 537A of the Education Act 1996,
and section 83 of the Children Act 1989.
We also ensure we have a lawful basis for processing the data under the
UK-General
Data
Protection Regulation (UK-GDPR) and Data Protection Act 2018.
Where
we get information from?
Most
of the information that we hold about your child and your family is provided
directly by you when you complete our admissions form; we also obtain records
from your childs previous school where available to help with a smooth
transition. Any further data about your child is collated by us as your child
progresses through school.
If
your child has special educational needs, we will likely receive records from
third party support agencies that assist your child during their time at
school. Similarly, the school may receive information from the local authority,
police and courts if there are safeguarding concerns surrounding your child and
family.
We use the pupil data:
·
to support pupil learning
·
to monitor and
report on pupil progress
·
to provide
appropriate pastoral care
·
to assess the
quality of our services
·
to comply with
the law regarding data sharing
·
to support you to
decide what to do after you leave school
Categories
of pupil information that we collect, hold and share include:
·
Personal
information (such as name, unique pupil number and contact details)
·
Characteristics
(such as ethnicity, language, nationality, country of birth and free school
meal eligibility)
·
Attendance
information (such as sessions attended, number of absences and absence reasons)
·
National
curriculum assessment results
·
Special
educational needs information
·
Relevant medical
information
·
Images recorded
on the school CCTV system
·
Images taken
throughout the pupils time at school (full consent will be sought)
Collecting pupil information
Whilst the majority of pupil
information you provide to us is mandatory, some of it is provided to us on a
voluntary basis. In order to comply with the Data Protection Regulation, we
will inform you whether you are required to provide certain pupil information
to us or if you have a choice in this.
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 it will be used. Consent can be
withdrawn at any time
by
contacting the school office.
Our Lawful basis for processing
Under
the UK-GDPR, we must have a lawful basis to process personal data. The lawful basis
we rely on for
processing
pupil data are as follows:
·
You have provided
consent
·
We have a legal
obligation
·
We have a vital
interest
·
We have a
contractual obligation
·
We need to
process the data to perform a public task
·
We have a
legitimate interest
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 it will be used. Consent can be
withdrawn at any time
by
contacting the school office.
Storing pupil information
In line with the UK-GDPR, the school
will only keep data for as long as necessary to complete the purpose it was
originally collected for. The school stores information on several computer and
paper-based systems and have set periods for each system for the information to
retained. Should you require further information about which systems, please
contact our Data Protection Officer. The longest period that we can hold your
child’s information is until the child reaches the age of 25, at which point
all data will be removed for our systems.
Sharing Information
There are strict controls on who can
see your information. We will not share
your data if you have advised us that you do not want it shared unless it is
the only way we can make sure you stay safe and healthy or we are legally
required to do so. We do not share information about our pupils with anyone
without consent unless the law and our policies allow us to do so.
We routinely share pupil information
with:
·
schools or colleges
that the pupils attend after leaving us
·
our local
authority and their commissioned providers of local authority services
·
the Department
for Education (DfE)
·
the NHS; school
nurse
·
Our information
is held on a number of systems that have third party access, we have checked
with each supplier to ensure they are compliant with General Data Protection
Regulations, and that they will not access or use any child data without prior
and specific permission from you.
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.
To find out more about the data
collection requirements placed on us by the DfE (for example; via the school
census) go to
https://www.gov.uk/education/data-collection-andcensuses-for-schools
We are required to share information
about our pupils with the DfE under regulation 5 of The Education (Information
About Individual Pupils) (England) Regulations 2013.
Requesting access to your personal data
Under UK-GDPR, parents and pupils have
the right to be informed about how the school uses their personal data and also
request access to personal information that we hold. To make a request for your
personal information, or be given access to your child’s educational record, please
contact our data protection officers directly, who will arrange for this to
happen within the required time.
You 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
·
claim
compensation for damages caused by a breach of the Data Protection
regulations
Parent / Carer information
The School will also store basic
information such as name, relationship and contact details for all parents /
carers on our system so that we can contact you, and to help maintain the
safety of our children. We will retain this information for the period that
your child is at the school. This data will also be subject to the conditions
as outlined in this notice.
Data Protection Officer
The school has an independent data
protection officer service supplied by RADCaT Ltd. RADCaT Ltd are a consultancy
firm who work with the school to ensure that data is effectively managed and compliant
with the relevant laws. If you have any questions or comments, or wish to make
any requests under the Regulations, in the first instance you should contact
school:
·
Telephone
(answerphone) 0161 702 3669
·
Email k.nickson@pikefold.manchester.sch.uk
·
Website www.pikefold.manchester.sch.uk
Please
note that should you instigate any of your rights under this act, your basic
information will be shared with the data protection office who will make
contact with you to support your through the processes and procedures.
If you have a concern about the way we
are collecting or using 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