Pupil Privicy Notice
Privacy Notice (How we use pupil information)
Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.
This privacy notice explains how we collect, store and use personal data about individuals we employ, or otherwise engage, to work at our school.
We, Newman College, Broadway, Oldham OL9 9QY, are the ‘data controller’ for the purposes of data protection law. Our Data Protection Officer is Barbara Mulvihill.
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 and professional involvement)
- special educational needs (including the needs and ranking)
- medical and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
- admissions (such as date entered on roll, appeal information)
- attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
- assessment and attainment (such as key stage 2 results, GCSE results, post 16 courses enrolled for)
- behavioural information (such as exclusions and any relevant alternative provision put in place)
- identity management/authentication (such as photograph, biometric information)
- catering and free school meal management (such as meal choices, free school meal take up)
- trips and activities (such as attendance on trips, consent)
- CCTV images captured in school
This list is not exhaustive, to access the current list of categories of information we process please see www.newmanrc.oldham.sch.uk/information/policies
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
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
- for the purposes of 1-5 above, where we need to perform an official task in the public interest
- for the purposes of 6 above, where we need to comply with a legal obligation
Less commonly, we may also process pupils’ personal data in situations where:
- we have obtained consent to use it in a certain way
- we need to protect the individual’s vital interests (or someone else’s interests)
Where we have obtained consent to use pupils’ personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn.
Some of the reasons listed above for collecting and using pupils’ personal data overlap, and there may be several grounds which justify our use of this data.
How we collect pupil information
We collect pupil information via registration forms at the start of the school year, from secure file transfer from previous schools, and child protection plans.
Pupil data is essential for the school’s 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. Please refer to the Information and Records Management Society’s toolkit for schools for details of how we retain and manage our data.
Who we share pupil information with
We routinely share pupil information with:
- schools that the pupils attend after leaving us
- our local authority
- youth support services (pupils aged 13+)
- the Department for Education (DfE)
- school nurse (NHS)
- examination awarding bodies
Why we regularly share pupil information
We do not share information about our pupils with anyone without consent unless the law and our policies allow us to do so.
Schools that pupils attend after leaving us
To enable the school to continue the pupil’s education, eg attainment and attendance data.
Our Local Authority
To meet our legal obligations we have to share certain pupil information with the Local Authority, eg safeguarding information, admissions and exclusions.
Youth support services
Pupils aged 13+
Once our pupils reach the age of 13, we are legally required to pass on certain information about them to Oldham Council as it has legal responsibilities regarding the education or training of 13-19 year-olds.
This information enables it to provide youth support services, post-16 education and training services, and careers advisers.
Parents/carers, or pupils once aged 16 or over, can contact our data protection officer to request that we only pass the individual’s name, address and date of birth to Oldham Council.
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 section 3 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.
For more information, please see ‘How Government uses your data’ section.
School Nurse/Health Authorities
We will share information about pupils to enable/safeguard the health of pupils, facilitate vaccinations, etc.
Examination Awarding Bodies
We will share information such as name, date of birth, in order to enter pupils for examinations and access their results.
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:
Mrs K Scott, Director of Support Services, Newman College, Broadway, Oldham OL9 9QY.
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/
If you would like to discuss anything in this privacy notice, please contact:
Mrs K Scott
Director of Support Services
Tel: 0161 785 8858
Issued: October 2018
This notice is based on the Department for Education’s model privacy notice for pupils, amended for parents and to reflect the way we use data in this school.
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:
- local authorities
- 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:
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-share
To contact DfE: https://www.gov.uk/contact-dfe