Leopold Primary School is seeking to inform employees, pupils, parents, business partners and suppliers of its commitment to good data protection practice and its ongoing GDPR compliance.
The EU General Data Protection Regulation (GDPR) came into effect on 25 May 2018. The GDPR has brought considerable changes to data protection law both in the UK and across the European Economic Area.
Privacy Notice – How we use pupil information
Version 1: March 2018
Owner: Brent Council Data Protection Officer on behalf of Leopold Primary School
Review Date: August 2019
How we use your information
Our privacy notices explain what to expect when Leopold Primary School collects personal information.
We are writing to you to help you understand how and why we collect personal data about you and your child. It also explains the decisions that you can make about your own information.
What is Personal Data?
As your school we need to use information about you. We do this for a number of reasons. This form tells you what information we use about you and why we use it. It is very important that information about you is kept safe. We explain below how the school keeps your information safe.
If you want to know anything about what we do with information about you then please ask your teacher, or speak to your parents/guardians and ask them to contact the school. The school wants you to feel free to raise any questions at all.
We also have a person called the Data Protection Officer at the school. They can answer any questions you have about what the school does with your information. If you or your parents/guardian want to contact them, then you can do at:
Data Protection Officer Email: DPO.email@example.com
How and Why Does the School Collect Personal Data?
We obtain information about you from admissions forms and your child’s previous school.We may also get information from professionals such as doctors and from local authorities.
Information is also received by the School directly from you. For example, you might email us with information about your marital status or provide us with documents such as Court Orders.
We collect this information to safeguard and promote the welfare of your child, promote the objects and interests of the School, facilitate the efficient operation of the School, and ensure that all relevant legal obligations of the School are complied with.
Here are some examples:
- We may have information about any family circumstances which might affect your child’s welfare or happiness;
- We ask if any of your child’s immediate family members have special educational needs because in some cases these can be hereditary. The School can then use this information to assist your child;
- We may need information about any Court Orders or criminal petitions which relate to you; and
- We use CCTV to make sure the school site is safe.
- We may keep details of your address when your child leaves the School so we can keep in touch with your child and send relevant information about the school and find out how your child is progressing.
The categories of pupil information that we collect, hold and share include:
- Personal information (such as name, unique pupil number and address)
- Characteristics (such as ethnicity, language, nationality, country of birth, and free school meal eligibility)
- Attendance information (such as sessions attended, number of absences and absence reasons)
- Medical History
- Behavioral and Academic Reports
Why we collect and use this information
We use the pupil data:
- to support pupil learning
- to monitor and report on pupil progress
- to provide appropriate pastoral care
- to assess the quality of our services
- to comply with the law regarding data sharing
The lawful basis on which we use this information
We collect and use information under one or more of the following legal basis.
- Legal obligation – we need to process your information to comply with the law
- Public task – we need to process your information to carry out the task to provide you with an education
- Contract – we need to process your information as part of a contract such as contract of employment
- Consent – we need your permission to use your information
Where we require consent to use your information we will make it clear when we ask for consent, and explain how to go about withdrawing your consent.
The condition for processing special categories of data within that is processing is necessary for reasons of substantial interest.
Collecting pupil information
Whilst the majority of pupil information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide certain pupil information to us or if you have a choice in this.
Storing pupil data
We hold pupil data for 25 years after date of birth.
Who we share pupil information with
We routinely share pupil information with:
- schools that the pupil’s attend after leaving us
- our local authority
- the Department for Education (DfE)
- the School Nurse
Why we 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.
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. 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.
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)
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.
We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the 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 department may share information about our pupils from the NPD with third parties who promote the education or well-being of children in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
The Department has robust processes in place to ensure the confidentiality of our data is maintained and there are stringent controls in place regarding access and use of the data. Decisions on whether DfE releases data to third parties are subject to a strict approval process and 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 information, organisations must comply with strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
For more information about the department’s data sharing process, please visit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
For information about which organisations the department has provided pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received
To contact DfE: https://www.gov.uk/contact-dfe
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 the data protection officer.
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
- claim compensation for damages caused by a breach of the Data Protection regulations If you have a concern about the way we are collecting or using your personal data, we request that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/
Leopold Primary School fully complies with Information Legislation. By using the links at the bottom of this page, you can access our updated policies including our Privacy Notices.
Data Protection is monitored at Leopold Primary School by our Data Protection Leads who report to our Data Protection Officer.
Our Data Protection leads are
Contact details for Brent Council’ DPO is Rajesh Seedher
Address: The Data Protection Officer, Brent Civic Centre, Engineers Way, Wembley, HA9 0FJ.
Telephone: 020 8937 1402
Our data protection officer is Deepti Bal. dpo.bal@bsp.London