St Luke’s RC Primary School is committed to protecting the privacy and security of personal information. This privacy notice describes how we collect and use personal information about pupils, in accordance with the General Data Protection Regulation (GDPR), section 537A of the Education Act 1996 and section 83 of the Children Act 1989. Who Collects This Information St Anne’s Catholic Primary School is a “data controller.” This means that we are responsible for deciding how we hold and use personal information about pupils.
The Categories of Pupil Information That We Collect, Process, Hold and Share We may collect, store and use the following categories of personal information about you: • Personal information such as name, pupil number, date of birth, gender and contact information; • Emergency contact and family lifestyle information such as names, relationship, phone numbers and email addresses; • Characteristics (such as ethnicity, language, religion nationality, country of birth and free school meal eligibility); • Attendance details (such as sessions attended, number of absences and reasons for absence); • Performance and assessment information; • Behavioural information (including exclusions); • Special educational needs information; • Relevant medical information; • Images of pupils engaging in school activities, and images captured by the School’s CCTV system; • Information about the use of our IT, communications and other systems, and other monitoring information. Collecting This Information Whilst the majority of 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. It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us. How We Use Your Personal Information We hold pupil data and use it for: – • Pupil selection (and to confirm the identity of prospective pupils and their parents); • Providing education services and extra-curricular activities to pupils, and monitoring pupils’ progress and educational needs; • Informing decisions such as the funding of schools; • Assessing performance and to set targets for schools; • Safeguarding pupils’ welfare and providing appropriate pastoral (and where necessary medical) care; • Support teaching and learning; • Giving and receive information and references about past, current and prospective pupils, and to provide references to potential employers of past pupils; • Managing internal policy and procedure; • Enabling pupils to take part in assessments, to publish the results of examinations and to record pupil achievements; • To carry out statistical analysis for diversity purposes; • Legal and regulatory purposes (for example child protection, diversity monitoring and health and safety) and to comply with legal obligations and duties of care; • Enabling relevant authorities to monitor the school’s performance and to intervene or assist with incidents as appropriate; • To contact you regarding school/PTA/charity fundraising • Monitoring use of the school’s IT and communications systems in accordance with the school’s IT security policy; • Making use of photographic images of pupils in school publications, on the school website and on social media channels; • Security purposes, including CCTV; and • Where otherwise reasonably necessary for the school’s purposes, including to obtain appropriate professional advice and insurance for the school. The Lawful Basis on Which We Use This Information We will only use your information when the law allows us to. Most commonly, we will use your information in the following circumstances: – • Consent: the individual has given clear consent to process their personal data for a specific purpose; • Contract: the processing is necessary for a contract with the individual; • Legal obligation: the processing is necessary to comply with the law (not including contractual obligations); • Vital interests: the processing is necessary to protect someone’s life. • Public task: the processing is necessary to perform a task in the public interest or for official functions, and the task or function has a clear basis in law; and • The Education Act 1996: for Departmental Censuses 3 times a year.
More information can be found at: https://www.gov.uk/education/data-collection-andcensuses-for-schools. We need all the categories of information in the list above primarily to allow us to comply with legal obligations. Please note that we may process information without knowledge or consent, where this is required or permitted by law. Sharing Data We may need to share your data with third parties where it is necessary. There are strict controls on who can see your information. We will not share your data if you have advised us that you do not want it shared unless it’s the only way we can make sure you stay safe and healthy or we are legally required to do so. We share pupil information with: – • the Department for Education (DfE) – on a statutory basis under section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013; • Ofsted; • Other Schools that pupils have attended/will attend; • NHS; • Welfare services (such as social services); • Law enforcement officials such as police, HMRC; • Local Authority Designated Officer; • Professional advisors such as lawyers and consultants; • Support services (including insurance, IT support, information security); and • The Local Authority. Information will be provided to those agencies securely or anonymised where possible.
The recipient of the information will be bound by confidentiality obligations, we require them to respect the security of your data and to treat it in accordance with the law. We may transfer your personal information outside the EU. If we do, you can expect a similar degree of protection in respect of your personal information. Why We Share This Information We do not share information about our pupils with anyone without consent unless otherwise required by law.
For example, we share student’s data with the DfE on a statutory basis which underpins school funding and educational attainment. To find out more about the data collection requirements placed on us by the DfE please go to https://www.gov.uk/education/datacollection-and-censuses-for-schools. Storing Pupil Data The School keep information about pupils on computer systems and sometimes on paper. Except as required by law, the School only retains information about pupils for as long as necessary in accordance with timeframes imposed by law and our internal policy. If you require further information about our retention periods, please let the school business manager know who can provide you with a copy of our policy.