Privacy Policy

Privacy Notice for Pupils

 

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data.

 

This privacy notice explains how we collect, store and use personal data about pupils.

We, Laurel Lane Primary School, Laurel Lane, West Drayton, UB7 7TX, are the ‘data controller’ for the purposes of data protection law.

Our data protection officer is Helen Gannon at AzteQ Solutions Ltd.   

 

The categories of pupil information that we collect, hold and share include:

•              Personal information (such as name, unique pupil number and address)

•              Pre-admission names and contact of parents and prospective children

•              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)

•              Results of internal assessments and externally set tests

•              Relevant Medical Information

•              SEN information

•              Behavioural plans

•              Accident/incident reports

•              Safeguarding information

•              Details of any support received, including care packages, plans and support providers

•              Photographs

•              CCTV images captured in school

 

Why we collect and use this information

We use the pupil data to:

•          Support pupil learning

•          Monitor and report on pupil progress

•          Provide appropriate pastoral care

•          Assess the quality of our services

•          Comply with the law regarding data sharing

 

The lawful basis on which we use this information

We collect and use pupil information under the Education Act 1996.  Information of this can be found in the census guide documents at https://www.gov.uk/education/data-collection-and-censuses-for-schools

This data is used to:

•          Support pupil learning

•          Monitor and report on pupil progress

•          Provide appropriate pastoral care

•          Protect pupil welfare

•          Assess the quality of our services

•          Administer admissions waiting lists

•              Carry out research

•              Comply with the law regarding data sharing   

 

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 7 years after pupils leave the school.

Who we share pupil information with

Where it is legally required or necessary (and it complies with data protection law) we may share personal information about pupils with:

•              Schools that the pupil’s attend after leaving us

•              Leaders within the academy trust

•              Our local authority – to meet our legal obligations to share certain information with it, such as safeguarding concerns and exclusions

•              The Department for Education (DfE)

•              The pupil’s family and representatives

•              Educators and examining bodies

•              Our regulator Ofsted

•              Suppliers and service providers – to enable them to provide the service we have contracted them for

•              Our auditors for the purposes on ensuring income is spent in line with government policy 

•              Health authorities

•              Health and social welfare organisations

•              Professional advisers and consultants

•              Charities and voluntary organisation

•              Police forces, courts, tribunals

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 DfE on a statutory basis. This data sharing underpins school funding and educational attainment policy and monitoring. This is done 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 DfE (for example; via the school census) visit

https://www.gov.uk/education/data-collection-and-censuses-for-schools.

 

The National Pupil Database (NPD)

The NPD is owned and managed by the DfE and contains information about pupils in schools in England. It provides invaluable evidence on educational performance for independent research, as well as studies commissioned by the DfE. 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 visit

https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.

The DfE 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 DfE 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 accessed.

For more information about the DfE’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 DfE has provided pupil information to, (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 School’s office manager. 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:

Janette Gaffney, Chief Operating Officer – Frays Academy Trust

Telephone:      01895 462361

Email:               office@fraysacademytrust.org

 

Privacy Notice for Staff

 

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data. This privacy notice explains how we collect, store and use personal data about individuals we employ, or otherwise engage, to work at our school.

 

We, Laurel Lane Primary School, Laurel Lane, West Drayton, UB7 7TX, are the ‘data controller’ for the purposes of data protection law.

Our data protection officer isHelen Gannon at AzteQ Solutions Ltd.   

We process data relating to those we employ, or otherwise engage, to work at our school. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

•          Contact details

•          Date of birth, marital status and gender

•          Next of kin and emergency contact numbers

•          Salary, annual leave, pension and benefits information

•          Bank account details, payroll records, National Insurance number and tax status information

•          Recruitment information, including copies of right to work documentation, references and other information included in a CV or cover letter or as part of the application process

•          Qualifications and employment records, including work history, job titles, working hours, training records and professional memberships

•          Performance information

•          Outcomes of any disciplinary and/or grievance procedures

•          Accident/incident reports

•          Copy of driving licence

•          Photographs

•          CCTV footage

•          Data about your use of the school’s information and communications system

We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):

•          Race, ethnicity, religious beliefs, sexual orientation 

•          Trade union membership

•          Health, including any medical conditions, and sickness records

Why we collect and use this information

We use school workforce data to:

•          Enable the development of a comprehensive picture of the workforce and how it is deployed

•          Enable individuals to be paid

•          Facilitate safe recruitment, as part of our safeguarding obligations towards pupils

•          Support effective performance management

•          Develop our recruitment and retention policies

•          Allow better financial modelling and planning

•          Enable ethnicity and disability monitoring

•          Improve the management of workforce data across the sector

•          Support the work of the School Teachers’ Review Body

 

The lawful basis on which we process this information

We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

•          Fulfil a contract we have entered into with you

•          Comply with a legal obligation

•          Carry out a task in the public interest

 

Less commonly, we may also use personal information where you have given us consent to use it in a certain way.

 

We process this information following (for more information, please visit the websites specified):

•          The Education Act 1996 – https://www.gov.uk/education/data-collection-and-censuses-for-schools

•          Health and Safety at Work Act - http://www.hse.gov.uk/legislation/hswa.htm

•          Immigration rules on the right to work in the UK - https://www.gov.uk/guidance/immigration-rules/immigration-rules-index

•          DBS checking in line with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and those prescribed in the Police Act 1997 (Criminal Records) regulations https://www.gov.uk/government/organisations/disclosure-and-barring-service

 

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 data protection legislation, we will inform you whether you are required to provide certain school workforce information to us or if you have a choice in this. 

 

Storing this information

We hold school workforce data for 7 years

 

Who we share this information with

We do not share information about you with any third party without your consent unless the law and our policies allow us to do so. 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

•          Department for Education (DfE) 

•          Police forces, courts, tribunals

•          Government agencies- e.g. Border agency

•          Organisations you have authorised to seek a job references 

•          Leaders within the Trust- to a level where it is applicable to their role 

 

Why we share school workforce information

We do not share information about workforce members with anyone without consent unless the law and our policies allow us to do so.

Department for Education (DfE)

We share personal data with the DfE on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding / expenditure and the assessment educational attainment.

We are required to share information with the DfE under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments. 

Data collection requirements

The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision). 

To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, visit https://www.gov.uk/education/data-collection-and-censuses-for-schools.

The 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 DfE 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

•          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.

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

To contact the department: https://www.gov.uk/contact-dfe

 

Requesting access to your personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.

If you make a subject access request, and if we do hold information about you, we will:

•              Give you a description of it

•              Tell you why we are holding and processing it, and how long we will keep it for

•              Explain where we got it from, if not from you

•              Tell you who it has been, or will be, shared with

•              Let you know whether any automated decision-making is being applied to the data, and any       consequences of this

•              Give you a copy of the information in an intelligible form

•              You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact our data protection officer.

Other rights regarding your data

Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:

·               Object to the use of your personal data if it would cause, or is causing, damage or distress

·               Prevent your data being used to send direct marketing

·               Object to the use of your personal data for decisions being taken by automated means (by a       computer or machine, rather than by a person)

·               In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or       restrict processing

·               Claim compensation for damages caused by a breach of the data protection regulations 

 

To exercise any of these rights, please contact our data protection officer.

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/

 

Further information

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

 

Janette Gaffney, Chief Operating Officer – Frays Academy Trust

Telephone:      01895 462361

Email:               office@fraysacademytrust.org

 

Privacy Notice for Trust Members, Directors and Governors

Under data protection law, individuals have a right to be informed about how the school uses any personal data that we hold about them. We comply with this right by providing ‘privacy notices’ (sometimes called ‘fair processing notices’) to individuals where we are processing their personal data. This privacy notice explains how we collect, store and use personal data about individuals we employ, or otherwise engage, to work at our school.

We, Laurel Lane Primary School, Laurel Lane, West Drayton, UB7 7TX, are the ‘data controller’ for the purposes of data protection law.
Our data protection officer is Helen Gannon at AzteQ Solutions Ltd.

We process data relating to those we employ, or otherwise engage, to work at our school. Personal data that we may collect, use, store and share (when appropriate) about you includes, but is not restricted to:

  • Contact details

  • Date of birth, marital status and gender

  • Next of kin and emergency contact numbers

  • Bank account details, National Insurance number and tax status information

  • Recruitment information, including copies of right to work documentation, references and

    other information included in a CV or cover letter or as part of the application process

  • Qualifications and employment records, including work history, job titles, working hours,

    training records and professional memberships

  • Accident/incident reports

  • Copy of driving licence

  • Photographs

  • CCTV footage

  • Data about your use of the school’s information and communications system

    We may also collect, store and use information about you that falls into "special categories" of more sensitive personal data. This includes information about (where applicable):

    • Race, ethnicity, religious beliefs, sexual orientation

    • Health, including any medical conditions, and sickness records

      Why we collect and use this information

      We use school workforce data to:

• Enable the development of a comprehensive picture of the workforce and how it is deployed

Privacy notice members/directors/governors 10 May 2018

  • Facilitate safe recruitment, as part of our safeguarding obligations towards pupils

  • Support effective performance management

  • Develop our recruitment and retention policies

  • Allow better financial modelling and planning

  • Enable ethnicity and disability monitoring

    The lawful basis on which we process this information

    We only collect and use personal information about you when the law allows us to. Most commonly, we use it where we need to:

  • Comply with a legal obligation

  • Carry out a task in the public interest

    Less commonly, we may also use personal information where you have given us consent to use it in a certain way.

    We process this information following (for more information, please visit the websites specified):

  • The Education Act 1996 – https://www.gov.uk/education/data-collection-and-censuses-for-

    schools

  • Health and Safety at Work Act - http://www.hse.gov.uk/legislation/hswa.htm

  • Immigration rules on the right to work in the UK -

    https://www.gov.uk/guidance/immigration-rules/immigration-rules-index

  • DBS checking in line with the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 and those prescribed in the Police Act 1997 (Criminal Records) regulations

    https://www.gov.uk/government/organisations/disclosure-and-barring-service

    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 data protection legislation, we will inform you whether you are required to provide certain information to us or if you have a choice in this.

    Storing this information

    We hold data for 7 years.

    Who we share this information with

    We do not share information about you with any third party without your consent unless the law and our policies allow us to do so. 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

    • Department for Education (DfE)

    • Police forces, courts, tribunals

    • Government agencies- e.g. Border agency

    • Leaders within the Trust- to a level where it is applicable to their role

page2image5827072

Privacy notice members/directors/governors 10 May 2018

Why we share information

We do not share information with anyone without consent unless the law and our policies allow us to do so.

Department for Education (DfE)

We share personal data with the DfE on a statutory basis. This data sharing underpins workforce policy monitoring, evaluation, and links to school funding / expenditure and the assessment educational attainment.

We are required to share information with the DfE under section 5 of the Education (Supply of Information about the School Workforce) (England) Regulations 2007 and amendments.

Data collection requirements

The DfE collects and processes personal data relating to those employed by schools (including Multi Academy Trusts) and local authorities that work in state funded schools (including all maintained schools, all academies and free schools and all special schools including Pupil Referral Units and Alternative Provision).

To find out more about the data collection requirements placed on us by the Department for Education including the data that we share with them, visit https://www.gov.uk/education/data- collection-and-censuses-for-schools.

The department may share information 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 DfE 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

  • 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.

    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

Privacy notice members/directors/governors 10 May 2018

To contact the department: https://www.gov.uk/contact-dfe

Requesting access to your personal data

Individuals have a right to make a ‘subject access request’ to gain access to personal information that the school holds about them.
If you make a subject access request, and if we do hold information about you, we will:

  • Give you a description of it

  • Tell you why we are holding and processing it, and how long we will keep it for

  • Explain where we got it from, if not from you

  • Tell you who it has been, or will be, shared with

  • Let you know whether any automated decision-making is being applied to the data, and any

    consequences of this

  • Give you a copy of the information in an intelligible form

  • You may also have the right for your personal information to be transmitted electronically to another organisation in certain circumstances.

    If you would like to make a request, please contact our data protection officer.

    Other rights regarding your data

    Under data protection law, individuals have certain rights regarding how their personal data is used and kept safe. You have the right to:

    • Object to the use of your personal data if it would cause, or is causing, damage or distress

    • Prevent your data being used to send direct marketing

    • Object to the use of your personal data for decisions being taken by automated means (by a

      computer or machine, rather than by a person)

    • In certain circumstances, have inaccurate personal data corrected, deleted or destroyed, or

      restrict processing

    • Claim compensation for damages caused by a breach of the data protection regulations

      To exercise any of these rights, please contact our data protection officer.

      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/

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

      Janette Gaffney, Chief Operating Officer – Frays Academy Trust Telephone: 01895 462361
      Email: office@fraysacademytrust.org