Privacy Notice (How we use Pupil Information)
The categories of pupil information that we collect, hold and share include:
Other categories of pupil information that we collect, hold and share include:
This list is not exhaustive, to access the current list of categories of information we process please view our website www.newlaithes.com further information with regard to legislation including (GDPR) – General Data Protection Regulation, www.ico.org.uk/for-organisations/data-protection-reform Freedom of Information Act 2000 https://ico.org.uk/for-organisations/guide-to-freedom-of-information/what-is-the-foi-act/ and Information Commissioners Office (2017) www.ico.org.uk
Why we collect and use this information
We collect and use the pupil information, for the following purposes:
In addition, concerning any special category data:
How we collect pupil information
We collect and use personal data relating to pupils and their families for example via CTF (Common Transfer Files) from previous schools, also registration forms at the start of the school year.
Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it is 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. For more information on our data retention schedule and how we keep your data safe, please visit our website: www.newlaithes.com
Who we share pupil information with
We routinely share pupil information with:
Department for EducationThe 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.
in accordance with the legal basis of GDPR Article 6
For more information, please see ‘How Government uses your data’ section.
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 Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance.
You also have the right to:
ContactIf you would like to discuss anything in this privacy notice, please contact: Mrs Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance.
How Government uses your dataThe pupil data that we lawfully share with the DfE through data collections:
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 DepartmentThe law allows the Department to share pupils’ personal data with certain third parties, including:
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
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Privacy Notice (How we use School Workforce Information)
The school workforce includes all those employed to teach, or otherwise engaged to work either on a paid, contracted or voluntary basis.
The categories of school information that we process include:
Storing workforce informationWe hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please visit our website www.newlaithes.com
We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.
Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our record retention schedule.
We use the Information Management Toolkit for Schools to decide on our retention of records. A copy of this document can be found here https://irms.org.uk
Who we share workforce information withWe routinely share this information with:
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:
Local authority
We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Department for Education (DfE)
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 school employees with the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
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.
Requesting access to your personal dataUnder data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact Mrs Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance.
You also have the right to:
If you have a concern about the way we are collecting or using your personal data, we ask 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/
ContactIf you would like to discuss anything in this privacy notice, please contact: Mrs Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance
How Government uses your data
The workforce data that we lawfully share with the DfE through data collections:
Sharing by the DepartmentThe department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:
The categories of pupil information that we collect, hold and share include:
- Personal information (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)
- Attendance (such as sessions attended, number of absences and absence reasons and any previous schools attended)
- Assessment and attainment (such as key stage 1 and phonics results, post 16 courses enrolled for and any relevant results)
- Behavioural information (such as exclusions and any relevant alternative provision put in place)
Other categories of pupil information that we collect, hold and share include:
- School Trips (such as name, contact details and address)
- After School activities (such as name, contact details and address)
- Catering (such as name, contact details address and payment details)
- Free school meal management (such as name, date of birth, status and effective date)
This list is not exhaustive, to access the current list of categories of information we process please view our website www.newlaithes.com further information with regard to legislation including (GDPR) – General Data Protection Regulation, www.ico.org.uk/for-organisations/data-protection-reform Freedom of Information Act 2000 https://ico.org.uk/for-organisations/guide-to-freedom-of-information/what-is-the-foi-act/ and Information Commissioners Office (2017) www.ico.org.uk
Why we collect and use this information
We collect and use the 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 (medical, food allergies, or emergency contact details)
- to meet statutory duties placed upon us for DfE data collections
In addition, concerning any special category data:
- Processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs
Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing pupil information includes a basis from Article 6 and one from Article 9 where data processed is special category data from the GDPR May 2018.
How we collect pupil information
We collect and use personal data relating to pupils and their families for example via CTF (Common Transfer Files) from previous schools, also registration forms at the start of the school year.
Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it is 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. For more information on our data retention schedule and how we keep your data safe, please visit our website: www.newlaithes.com
Who we share pupil information with
We routinely share pupil information with:
- schools that the pupils attend after leaving us i.e. either within the Primary or Secondary/Academy sector
- our Cumbria County Council Local Authority
- the Department for Education (DfE)
- SIMS database system (School Information Management System) executed by Capita
- Teacher 2 Parents (Email and Text messaging Service)
- < >conducting research or analysis
- producing statistics
- providing information, advice or guidance
Department for EducationThe 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.
in accordance with the legal basis of GDPR Article 6
- School Census
- National Pupil Database (NPD)
For more information, please see ‘How Government uses your data’ section.
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 Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance.
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
ContactIf you would like to discuss anything in this privacy notice, please contact: Mrs Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance.
How Government uses your dataThe 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, Pupil Progress measures).
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 DepartmentThe 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
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
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Privacy Notice (How we use School Workforce Information)
The school workforce includes all those employed to teach, or otherwise engaged to work either on a paid, contracted or voluntary basis.
The categories of school information that we process include:
- personal information (such as name, employee personnel or teacher number, national insurance number)
- specialist categories of data including characteristics information (such as gender, age, ethnic group)
- contract information (such as start date, hours worked, post, roles and salary information)
- work absence information (such as number of absences and reasons)
- medical information (if applicable)
- qualifications (and, where relevant, subjects taught)
- support effective performance management (yearly targets)
- any additional further training undertaken
- HR & Payroll (enabling staff to be paid including tax and pension contributions)
- enable the development of a comprehensive picture of the workforce and how it is deployed
- inform the development of recruitment and retention policies
- enable individuals to be paid
- for the purposes of processing contractual/HR & Payroll
In addition, concerning any special category data: - for the purposes of processing school workforce information personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs
Under the General Data Protection Regulation (GDPR), the lawful basis we rely on for processing pupil
information includes a basis from Article 6 and one from Article 9 where data processed is special category data
from the GDPR May 2018
Further information regarding data collection can be found on the following website
https://www.gov.uk/government/collections/statistics-school-workforce
Storing workforce informationWe hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please visit our website www.newlaithes.com
We create and maintain an employment file for each staff member. The information contained in this file is kept secure and is only used for purposes directly relevant to your employment.
Once your employment with us has ended, we will retain this file and delete the information in it in accordance with our record retention schedule.
We use the Information Management Toolkit for Schools to decide on our retention of records. A copy of this document can be found here https://irms.org.uk
Who we share workforce information withWe routinely share this information with:
- our Cumbria County Council Local Authority
- the Department for Education (DfE)
- SIMS database system (School Information Management System) executed by Capita
- Occupational Health/Wellbeing/Medical – executed by Capita/Best Insurance
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about you with:
- Our Local Authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and information about headteacher performance and staff dismissals
- The Department for Education
- Suppliers and service providers – to enable them to provide the service we have contracted them for, such as payroll
- Our auditors
- Trade unions and associations
- Health and social welfare organisations
Local authority
We are required to share information about our workforce members with our local authority (LA) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
Department for Education (DfE)
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 school employees with the Department for Education (DfE) under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.
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.
Requesting access to your personal dataUnder data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact Mrs Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance.
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
If you have a concern about the way we are collecting or using your personal data, we ask 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/
ContactIf you would like to discuss anything in this privacy notice, please contact: Mrs Elaine Jordan (Business Manager) at Newlaithes Junior School in the first instance
How Government uses your data
The workforce data that we lawfully share with the DfE through data collections:
- informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce
- links to school funding and expenditure
- supports ‘longer term’ research and monitoring of educational policy
Sharing by the DepartmentThe department may share information about school employees with third parties who promote the education or well-being of children or the effective deployment of school staff in England by:
- conducting research or analysis
- producing statistics
- providing information, advice or guidance
The Department has robust processes in place to ensure that the confidentiality of personal data is maintained and there are stringent controls in place regarding access to it and its use. Decisions on whether DfE releases personal 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 securely store and handle the data.
To be granted access to school workforce information, organisations must comply with its strict terms and conditions covering the confidentiality and handling of the data, security arrangements and retention and use of the data.
To contact the department: https://www.gov.uk/contact-dfe
In addition, you may wish to read the following information,
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The school register of data controllers:
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