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Privacy Notice – How we use pupil Information
The categories of pupil information that we process include:
Why we collect and use pupil information
We collect and use pupil information, for the following purposes:
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
In addition, concerning any special category data:
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.
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:
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:
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.
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:
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.
The pupil data that we lawfully share with the DfE through data collections:
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
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
The law allows the Department to share pupils’ personal data with certain third parties, including:
For more information about the Department’s NPD data sharing process, please visit:
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
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 email@example.com or 01256 351555
You also have the right to:
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/
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 firstname.lastname@example.org or 01256 351555