Privacy Notice (How We Use Pupil Information)

Within the Aletheia Anglican Academies Trust (AAAT) we collect and process personal information. You have a legal right to know what information we hold and how we use it. The purpose of this privacy statement is to outline what information we collect and how we use it.

The categories of pupil information that we collect and store:

  • Personal information (such as name, unique pupil number and address)
  • Characteristics (such as gender, ethnicity, language, nationality, country of birth, special educational needs and free school meal eligibility)
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Any medical conditions
  • Achievement and behaviour records
  • Photographs
  • CCTV images
  • School based assessment and examination results

Why we collect and use this information

We use the pupil data:

  • To contact home
  • To support learning
  • To monitor and report on pupil progress
  • To monitor wellbeing and 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 your information only when and where we are legally allowed to do so. We will use you information where:

  • We need to comply with the law, compliant with Article 6 (c) of the GDPR.
  • We need to protect your interests and wellbeing, compliant with Article 6 (d) of the GDPR.
  • We need to carry out tasks in the public interest, compliant with Article 6 (e) of the GDPR. This includes providing education services.

Collecting pupil information

Most of the pupil information that we collect is required by law. However, there are occasions when we will ask for consent for additional information. You are under no obligation to provide additional consent and can be withdrawn at any time.

This may include (but is not limited to):

  • Use of a pupil’s photograph
  • Use of a pupil’s information on the school website

Storing pupil data

We will keep personal information about you while you are a pupil at our school. Where we have a lawful basis, some personal information will be retained beyond this point.

We are currently reviewing our data retention and data destruction policies and will update the website with this information when the review process is complete.

Who we share pupil information with

We routinely share pupil information with:

  • Parents or carers
  • Health and social welfare authorities
  • Educational establishments that the pupil attends after leaving us
  • Kent Count Council
  • Department for Education (DfE)
  • Ofsted
  • Service providers (who have been verified as GDPR compliant)
  • Police and legal services

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 the (DfE) under regulation 5 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

Kim Barton, Office Manager, on 01474 365737 or office@st-botolphs.kent.sch.uk.

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/

Contact

If you would like to discuss anything in this privacy notice, please contact:

Kim Barton, Office Manager, on 01474 365737 or office@st-botolphs.kent.sch.uk.