General Data Protection Regulation – Parent/Carer Information
We need to hold personal information about your child on our computer system and in paper records to help us with their educational needs. 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 records 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 accidental 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 presented, or in the case of public educational issues. In other circumstances you may be required to give written consent before information is released – such as the educational reports for insurance, solicitors etc.
To ensure your child’s privacy, we will not disclose information over the telephone or fax 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 written consent and we do not leave messages with others.
You have a right to see your child’s records if you wish. Please ask at the school office if you would like further details. An appointment will be required. There is usually no fee payable.
Seven Sisters Primary School
Our Data Protection Officer is: Judicium
Company: Judicium Consulting Limited
Address: 72 Cannon Street, London, EC4N 6AE
Email: dataservices@judicium.com
Web: www.judiciumeducation.co.uk
Telephone: 020 3326 9174
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Privacy Notice - Children, Parents and Carers
Seven Sisters Primary School is committed to protecting the privacy and security of personal information. This privacy notice describes how we collect and use personal information about pupils, in accordance with the General Data Protection Regulation (GDPR), section 537A of the Education Act 1996 and section 83 of the Children Act 1989.
Who Collects This Information
Seven Sisters Primary School is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about pupils and parents.
The Categories of Pupil Information That We Collect, Process, Hold and Share
We may collect, store and use the following categories of personal information about you: -
Collecting This Information
Whilst the majority of information you provide to us is mandatory, 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 pupil information to us or if you have a choice in this.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
How We Use Your Personal Information
We hold pupil data and use it for: -
The Lawful Basis on Which We Use This Information
We will only use your information when the law allows us to. Most commonly, we will use your information in the following circumstances: -
We need all the categories of information in the list above primarily to allow us to comply with legal obligations. Please note that we may process information without knowledge or consent, where this is required or permitted by law.
Sharing Data
We may need to share your data with third parties where it is necessary. 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’s the only way we can make sure you stay safe and healthy or we are legally required to do so.
We share pupil information with: -
Recently the Department for Education have requested more regular data sharing on pupil attendance to help support those vulnerable and to assist with intervention strategies. Further information on how the Department for Education collects this data will be made available on the School website.
Information will be provided to those agencies securely or anonymised where possible.
The recipient of the information will be bound by confidentiality obligations, we require them to respect the security of your data and to treat it in accordance with the law.
We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information.
Why We Share This Information
We do not share information about our pupils with anyone without consent unless otherwise required by law.
For example, we share student’s data with the DfE on a statutory basis which underpins school funding and educational attainment. To find out more about the data collection requirements placed on us by the DfE please go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.
Storing Pupil Data and Retention Periods
The School keep information about pupils on computer systems and sometimes on paper.
Except as required by law, the School only retains information about pupils for as long as necessary in accordance with time frames imposed by law and our internal policy.
If you require further information about our retention periods, please let the Office Manager know who can provide you with a copy of our policy.
Automated Decision Making
Automated decision making takes place when an electronic system uses personal information to make a decision without human intervention. We are allowed to use automated decision making in limited circumstances.
Pupils will not be subject to automated decision-making, unless we have a lawful basis for doing so and we have notified you.
Security
We have put in place measures to protect the security of your information (i.e. against it being accidentally lost, used or accessed in an unauthorised way).
The National Pupil Database
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.
We are required by law, to provide information about our pupils 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 pupils from the NPD with third parties who promote the education or well-being of children in England by:
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:
To be granted access to pupil 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 pupil 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 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 education record, contact Ms Emma Murray, (Head Teacher).
You also have the right to: -
If you want to exercise any of the above rights, please contact Ms Emma Murray in writing.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
If you want to request information, please see our Subject Access Request policy, for the procedures we take.
Right to Withdraw Consent
In circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact the Office Manager. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
Contact
If you would like to discuss anything within this privacy notice or have a concern about the way we are collecting or using your personal data, we request that you raise your concern with the Office Manager in the first instance.
We have appointed a data protection officer (DPO) to oversee compliance with data protection and this privacy notice. If you have any questions about how we handle your personal information which cannot be resolve by the School Business Manager, then you can contact the DPO on the details below: -
Data Protection Officer: Judicium Consulting Limited
Address: 72 Cannon Street, London, EC4N 6AE
Email: dataservices@judicium.com
Web: www.judiciumeducation.co.uk
Lead Contact: Craig Stilwell
You have the right to make a complaint at any time to the Information Commissioner’s Office, the UK supervisory authority for data protection issues at https://ico.org.uk/concerns.
Changes to This Privacy Notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
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Privacy Notice Addendum for Collection of Medical Data during Coronavirus
a) with your consent;
b) where it is necessary to process this data for the ‘vital interests’ of yourself or another person;
c) for the reasons of substantial public interest;
d) where it is necessary to assess the working capacity of an employee; or
e) where is it in the interests of public health.
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