GDPR - Privacy Notice, Child and Parent
Privacy Notice (How we use pupil information)
We, Elangeni School, are a data controller for the purposes of the General Data Protection Regulation. We collect and hold personal information from you about your child and may receive information about your child from their previous school or college, the Local Authority, the Department of Education (DfE) and the Learning Records Service.
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:
The lawful basis on which we use this information
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
How we collect pupil information
We obtain pupil information via application or data collection forms at the start of each academic year. In addition, when a child joins us from another school we are sent a secure file containing relevant information.
Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, whether you are required to provide certain pupil information to us or if you have a choice in this.
How we store pupil data
We hold pupil data securely for the set amount of time shown in our data retention schedule which is in line with IRMS (Information Records Management Service) guidelines
(https://irms.org.uk/page/SchoolsToolkit.)
For more information on our data retention schedule and how we keep your data safe, please click here.
Who we share pupil information with
We routinely share pupil information with:
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.
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.
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:
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.
For more information, please see ‘How Government uses your data’ section.
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
Sharing by the Department
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:
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
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
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 School Data Protection Lead, Mrs Clare Prescott-Pounds, in the first instance.
Data Protection officer |
Name |
|
Phone |
School Data Protection Lead |
Mrs Clare Prescott-Pounds |
01494 721436 |
|
Data Protection Officer |
turnITon |
01865 597620 (option 3 - GDPR) |
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/
This Privacy Notice also applies in addition to the school’s other relevant terms and conditions and policies, including:
Data Protection officer |
Name |
|
Phone |
School Data Protection Lead |
Mrs Clare Prescott-Pounds |
01494 721436 |
|
Data Protection Officer |
turnITon |
01865 597620 (option 3 - GDPR) |
This policy is reviewed annually and updated in line with data protection legislation.
Policy update – May 2018
Reviewed date – May 2022