General Data Protection Regulations (GDPR)
On 25th May 2018, the new GDPR came into effect across the EU. It is a law to ensure that all data held and processed by organisations (including schools) within the EU is secure and processed lawfully. The school needs to hold personal information about your child in order to assist with their educational needs. All information is held securely and appropriate safeguards are in place to prevent accidental loss. Further information in relation to the personal data we collect, how it is used and your rights in relation to this data is provided within the Privacy Notice below.
Privacy Notice: How we use pupil information
We collect and hold personal information relating to our pupils and may also receive information about them from their previous school, local authority and/or the Department for Education (DfE). We use this personal data to:
- support our pupils learning
- monitor and report on their progress
- provide appropriate pastoral care; and
- assess the quality of our services
- protect public monies against fraud
This information will include their contact details, national curriculum assessment results, attendance information, any exclusion information, where they go after they leave us and personal characteristics such as their ethnic group, any special educational needs they may have as well as relevant medical information. For pupils enrolling for post 14 qualifications, the Learning Records Service will give us the unique learner number (ULN) and may also give us details about your learning or qualifications.
Once our pupils reach the age of 13, the law requires us to pass on certain information to Derbyshire County Council who have responsibilities in relation to the education or training of 13-19 year olds. We may also share certain personal data relating to children aged 16 and over with post-16 education and training providers in order to secure appropriate services for them.
A parent/guardian can request that only their child's name, address and date of birth be passed to Derbyshire County Council by informing the Headteacher. This right is transferred to the child once he/she reaches the age 16. For more information about services for young people, please go to our local authority website http://www.derbyshire.gov.uk/.
As a school we have an Independent Careers Advisor who has access to pupil data whilst in school. This enables the Advisor to offer support and guidance as necessary.
To ensure your son or daughter's information is kept safe we have the following controls/limitations in place:
- the information will not be used for any purpose other than those stated in this notice
- the information will be held within secure systems/locations, with appropriate levels of security, that comply with relevant data protection legislation
- the information will only be shared for lawful purposes and with an appropriate level of security that complies with relevant data protection legislation
- the information will only be held for the periods agreed in our schools Record Retention Policy and Schedule, after which it will be destroyed.
- the information will be held, used and shared in accordance with Data Protection Act 1998 legislation and the General Data Protection Regulation (GDPR) which came into force on 25 May 2018.
We will not give information about our pupils to anyone without your consent unless the law and our policies allow us to do so. When you give your consent for your son or daughter's information to be held and/or shared for any purpose you can withdraw that consent at any time by contacting email@example.com.
You can also contact the person named above if you wish to:
- access any records we hold about your son or daughter
- have any information we hold about your son or daughter corrected
- have any information we hold about your son or daughter erased
- restrict how information we hold about your son or daughter can be used or shared
- object to information about your son or daughter being held
- have any information we hold about your son or daughter transferred to a third party
- challenge decisions relating to your son or daughter made using automated decision making and profiling
We are required, by law, to pass certain information about our pupils to our local authority (LA) and the Department for Education (DfE).
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 the Data Protection Act 1998.
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 our local authority and/or DfE collect and use your information, please visit:
- our local authority at http://www.derbyshire.gov.uk/privacynotices ; or
- the DfE website at https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
If you are unable to access these websites, please contact:
For Derbyshire County Council:
Information Governance Officer
Children's Services Department
Derbyshire County Council
Room 361, County Hall
Telephone: 01629 532011
Public Communications Unit
Department for Education
Great Smith Street
Should you have any concerns or complaints relating to your son or daughter about how we, as a school, obtain, use, store or share their personal data please contacting firstname.lastname@example.org
If however you are dissatisfied with our response to your concerns you can of course contact the:
Information Commissioners Office
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
* The Information Commissioners Office deals with concerns and complaints relating to data protection and freedom of information legislation.