General Data Protection Regulation - Data Protection Act

 

How we use Personal Information

From the 25th May 2018 the General Data Protection Regulation (GDPR) will be applicable and the current Data Protection Act (DPA) will be updated by a new Act. Here are links to our policies and privacy notices which have been updated for GDPR.

 

Who we share data with and why:

  • Department for Education (DfE).

We are required to share information about our pupils with our local authority (LA) and the Department for Education (DfE) under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013. To find out more about the data collection requirements placed on us by the Department for Education go to https://www.gov.uk/education/data-collection-and-censuses-for-schools.

Some of this information is then stored in the National Pupil Database (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 DfE may also share pupil level personal data that we supply to them, with third parties. This will only take place where legislation allows it to do so and it is in compliance with GDPR

Decisions on whether DfE releases this personal data to third parties are subject to a robust approval process and are based on a detailed assessment of who is requesting the data, the purpose for which it is required, the level and sensitivity of data requested and the arrangements in place to store and handle the data. To be granted access to pupil level data, requestors must comply with strict terms and conditions covering the confidentiality and handling of data, security arrangements and retention and use of the data.

For more information on how this sharing process works, please visit: https://www.gov.uk/guidance/national-pupil-database-apply-for-a-data-extract

For information on which third party organisations (and for which project) pupil level data has been provided to, please visit:

https://www.gov.uk/government/publications/national-pupil-database-requests-received

If you need more information about how the local authority and/or DfE collect and use your information, please visit:

We are required, by law, to pass certain information about our pupils to PCT’s.

PCT’s use information about pupils for research and statistical purposes, to develop, monitor and evaluate the performance of local health services. These statistics will not identify individual pupils. It is necessary for certain health information about children (for example; their height and weight) to be retained for a certain period of time (designated by the Department of Health) and requires these PCTs to maintain children’s names and addresses for this purpose. PCTs may also provide individual schools and Local Authorities (LAs) with aggregated health information which will not identify individual children.

  • Local Authority

We are required, by law, to pass certain information about our pupils to local authorities.

The LA holds information about young people living in its area, including about their education and training history. This is to support the provision of their education up to the age of 20 (and beyond this age for those with a special education need or disability). Education institutions and other public bodies (including the Department for Education (DfE), police, probation and health services) may pass information to the LA to help them to do this. 

The LA shares some of the information it collects with the Department for Education (DfE) to enable them to; produce statistics, assess performance, determine the destinations of young people after they have left school or college and to evaluate Government funded programmes.

The LA may also share information with post-16 education and training providers to secure appropriate support for them. They may also share data with education establishments which shows what their pupils go on to do after the age of 16. 

For children under 16, a parent or guardian can ask that no information other than their child’s name, address and date of birth (or their own name and address) be passed to a local authority. This right transfers to the child on their 16th birthday. Pupils and/or a parent/guardian will need to inform the school/LA if this is what they wish.

If you want to see a copy of information about you that the LA holds, please contact the Calderdale MBC Data Protection Officer: information_management@calderdale.gov.uk

  • Local Authority – social services

In order to comply with our statutory safeguarding duties we are required, by law, to pass certain information about our pupils to local authorities.  Information will only be shared where it is fair and lawful to do so.

If you want to see a copy of information about you that the LA holds, please contact the Calderdale MBC Data Protection Officer: information_management@calderdale.gov.uk

  • Police, Fire and Rescue Service, Ambulance Service and other emergency or enforcement agencies

In order to comply with our duty of care to pupils, our statutory safeguarding duties and our obligations in respect of the prevention and detection of crime, we may also share personal data with other statutory and partnership agencies.

Other systems used by school where data is shared

System System Purpose Staff Pupil Governor Parent/ Carer
Iris ParentMauk This is the system we use for communicating electronically with parents either by text or email. X X X
ParentPay This system is used to administer online payments for uniform, school meals, clubs, trips & visits. X X X
Target Tracker Target Tracker is an assessment education software package supporting entry, analysis and sharing of pupil progress and attainment data through Early Years and Key Stages 1 and 2. X X
CPOMS CPOMS is a software application for monitoring child protection, safeguarding, pastoral and welfare issue X X X
Tapestry Tapestry is an online journal recording all the learning and fun of children's early years’ education. X X
EXaTT Early Excellence online learning journeys for Reception children EXaTT is an online learning journey for early year’s education. At Old Earth staff and parents/carers have access to this. X X X
School Website/ Newsletters/ Prospectus/ Twitter Feed/ Drama Productions With consent images may appear on School Website/ Newsletters/ Prospectus/ Twitter Feed/ Drama Productions X X X
National Governors Association The NGA is given the details of all Directors of the Academy which allows them to access governor support X
Edubase Edubase is provided with the details of all Directors and Members of the Academy. EduBase is the Department's register of educational establishments across England and Wales. The data held on EduBase feeds into the Department's new website tool “Compare a School”, as well as feeding and updating Directgov and numerous other external websites. X
Companies House Companies House provided with the details of all Directors of the Academy. Companies House registers company information and make it available to the public. Companies House is an executive agency, sponsored by the Department for Business, Energy & Industrial Strategy. X
School Website Governor details are published on the school website eg meeting attendance, committee membership, link governor roles, governor minutes, annual report, and business interests. Consent is sought for photographs and pen portraits. X
Evolve EVOLVE visits is an online system for the planning, approval and management of educational visits, sports fixtures and extra-curricular activities. X
Calderdale Governor Support Calderdale provide training and support for school governors X
Children’s Learning Journeys/ Exercise books Photographs showing evidence of children’s learning may be included in exercise books and learning journeys. Group photographs may be used and appear in numerous children’s books/learning journeys. X X
Concero Remote learning tool to allow remote teaching from home X X
FFT Aspire FFT Aspire is a pupil tracking tool used to track academic progress of children from Reception to Year 6 and aid staff in target setting. X X
Rising Stars assessment Rising Stars provide a bank of standardised assessments for English and Maths that are used from Year 1 to Year 6. This includes an online tool which allows the school to identify gaps in attainment. X X
Discovery Education – Espresso On-line learning resource staff and pupils X X
Purple Mash On-line learning resource for pupils to access in school and at home X X
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Click on each system name to visit a website for further information.

Retention Periods

Personal data will be retained by the school in accordance with our Records Management Policy and Records Retention Schedule.

Photographs

As part of our recording of events, celebrations and achievements, Old Earth School may wish to take photographs of activities that involve your child.  The photographs may be used for displays, publications and website(s), by the school, Local Authority (LA), local newspapers, Twitter and other approved partners, such as the charities we support.

Photography and/or filming will only take place with the permission of the Principal and under appropriate supervision.  When filming or photography is carried out by the news media, children may be named but home addresses will not be disclosed. Images that might cause embarrassment or distress will not be used, including images associated with material on sensitive issues.

When a student joins the school parents are asked to indicate whether they are happy for photographs of their son/daughter to be used on school, local authority or press websites; inside school only; or do not want any photographs of their son/daughter to be published at all.

All students have a photograph taken and stored internally, in order to identify them for safeguarding purposes.