Wimborne First School Privacy Notice (How we use student information)
The categories of student information that we collect, hold and share include:
- Personal information (such as name, unique pupil number, address and relevant medical information)
- 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)
- Attainment information (such as assessment results)
- Destination information (such as another school)
- Special educational needs information (where this applies)
- Details of exclusions (where this applies)
Why we collect and use this information
We use the student data:
- to support student learning
- to monitor and report on student progress
- to provide appropriate pastoral care
- to assess the quality of our services
- to comply with the law regarding data sharing
The lawful basis on which we use this information
We collect and use student information on basis of the following:
GDPR Article 6
1 (a) where consent has been given
1 (c) where it is necessary for us meet our own legal duty. (i.e. compliance with a legal obligation)
1 (e) data which is necessary to allow the school to function (i.e. task carried out in public interest)
GDPR Article 9
2 (a) where explicit consent has been given to the processing of personal data
Education legislation (such as the Education Act 1996). Information can be found on the following website https://www.gov.uk/education/data-collection-and-censuses-for-schools
Collecting student information
Whilst the majority of student information you provide to us is compulsory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain student information to us or if you have a choice in this.
Storing student data
We hold some student data until the young person reaches the age of 25 (such as name, last known address, assessment results).
Other student data is deleted earlier than this (such as biometric data, which is deleted as soon as students leave the school roll).
Who we share student information with
We routinely share student information with:
- schools that the students attend after leaving us
- our local authority
- the Department for Education (DfE)
- the school nurse and the National Health Service (NHS)
Why we share student information
We do not share information about our students with anyone without consent unless the law and our policies allow us to do so.
We share students’ 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 students with the (DfE) under regulation 5 of The Education (Information About Individual Pupils) (England) Regulations 2013.
The National Pupil Database (NPD)
The NPD is owned and managed by the Department for Education and contains information about students 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 students 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-and-supporting-information.
The department may share information about our students from the NPD with third parties who promote the education or well-being of children in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
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:
- who is requesting the data
- the purpose for which it is required
- the level and sensitivity of data requested: and
- the arrangements in place to store and handle the data
To be granted access to student 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 student 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 students 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 (email@example.com)
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
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/
If you would like to discuss anything in this privacy notice, please contact the school office (firstname.lastname@example.org)
If you require more information about how the Local Authority (LA) and/or DfE store and use your information, then please go to the following website: