Privacy Policy

Privacy Notice – How we use pupil Information                                                                                                                                                                                                                                                                                                                                                                                                              

 

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, professional involvement and children’s services)
  • 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
  • exclusions / behavioural information
  • photographs
  • CCTV images captured in school
  • modes of transport

 

Why we collect and use pupil information

 

We collect and use pupil information, for the following purposes:

  • 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 DfE data collections
  • to comply with the law regarding data sharing

 

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:

  • to carry out a public task (in order to provide an education)
  • to protect vital interests
  • to comply with a legal obligation.

In addition, concerning any special category data:

  • for purposes of preventative or occupational medicine

 

Collecting pupil information

Pupil data is essential for the schools operational use. Whilst the majority of pupil information you provide to us is mandatory, there are occasions when you can choose whether or not to provide the information. We will tell you if it is optional and what might happen if you don’t.

 

 

How we store pupil data 

We hold pupil data securely for no longer than is necessary and for the set amount of time and in accordance with the Hampshire County Council’s retention schedule.

 

 

Sharing Information 

We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so. Where it is legally required, or necessary for another reason allowed under data protection laws, We routinely share pupil information with:

  • schools that the pupils attend after leaving us
  • local authorities
  • youth support services (pupils aged 13+)
  • the Department for Education (DfE)
  • health authorities and other health professionals including school nurses, SALT, OT and Educational psychologist
  • examining bodies
  • health & social welfare organisations
  • charities and voluntary organisations
  • our auditors
  • Ofsted
  • Police, courts and tribunals
  • Suppliers and service providers – so they can provide the services we have contracted them for

 

 

Youth support services

Pupils aged 13+

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • youth support services
  • careers advisers

The information shared is limited to the child’s name, address and date of birth. However where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the child / pupil once they reach the age 16.

Pupils aged 16+

We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

  • post-16 education and training providers
  • youth support services
  • careers advisers

For more information about services for young people, please visit our local authority website.

 

Department for Education

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.

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.

How Government uses your data

The pupil data that we lawfully share with the 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 (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 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.

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

  • Sharing by the Department

The law allows the Department to share pupils’ personal data with certain third parties, including:

  • schools
  • 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’s 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 DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.

For information about which organisations the Department 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

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 educational record, contact the Data Protection Officer on admin@dovehouse.hants.sch.uk or 01256 351555

 

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
  • a right to seek redress, either through the ICO, or through the courts

 

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/

 

 

Contact

If you would like to discuss anything in this privacy notice, please contact the Data Protection Officer, Dove House School, Sutton Road, Basingstoke, Hampshire RG21 5SU admin@dovehouse.hants.sch.uk or 01256 351555

 

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