Bishop Bewick Catholic Education Trust
Privacy Notice
BBCET
Privacy Notice
(How we use your information)
This notice is aimed at pupils, parents/carers – the school should decide if they pass this notice to the children themselves as well as parents/carers. This would depend on if the child is old enough and mature enough to understand the notice.
The categories of information that we collect, hold and/or share include but are not limited to:
• Personal information (such as names, unique pupil number and address, adult emergency contact information)
• SpecialCategories(suchasEthnicity,Language,Nationality,Countryofbirth&Religion)
• Characteristics(suchasfreeschoolmealeligibility,PupilPremiumInformation)
• Safeguardinginformation(suchascourtordersandprofessionalinvolvement)
• Medical and administration (such as doctor information, child health, dental health, allergies, medication,anddietaryrequirements)
• Attendanceinformation(suchassessionsattended,numberofabsencesandabsencereasonsandany previousschoolsattended)
• Assessmentinformationandattainment(suchaskeystage1,keystage2andphonicsresults)
• Relevantmedicalinformation(SpecialCategoryData)
• SpecialEducationalNeedsinformation(includingneedsandranking)
• Behaviouralinformation(suchasexclusionsandanyrelevantalternativeprovisionputinplace)
• FinancialInformation(suchasdinnermoneytransactions,triptransactions)
Why we collect and use this information
Weusethepupildata:
• tosupportpupillearning
• tomonitorandreportonpupilattainmentprogress
• toprovideappropriatepastoralcare
• toassessthequalityofourservices
• tokeepchildrensafe(foodallergiesoremergencycontactdetails)
• tomeetthestatutorydutiesplacedonusbytheDepartmentforEducation
• tocomplywiththelawregardingdatasharing
• Financialaudits
• toprovidearewardsstructure
• totrackhowwelltheschoolisperformingasawhole
The lawful basis on which we use this information
We collect and use your information under the Data Protection Act 2018 (sometimes referred to as UKGDPR),article6,andarticle9.
Specialcategorydatafromarticle9isprocessedundercondition(a)thedatasubjecthasgivenexplicit consenttotheprocessingofthosepersonaldataforoneormorespecifiedpurpose.
Collecting pupil information
Pupil data is essential for the school’s operational use. Whilst the majority of pupil information you providetousismandatory,someofitisprovidedtousonavoluntarybasis.InordertocomplywithData Protectionlegislation,wewillinformyouatthepointofcollection,whetheryouarerequiredtoprovide certainpupilinformationtousorifyouhaveachoiceinthis.Thiswillbeviathepupilinformationsheet thatyouarerequestedtocompleteuponyourchild’sentrytotheschool.Also,ifapplicabledatawillbe takenfromyourpreviousschoolusingacommontransferfile(CTF).
Storing your data
WeholdyourdataifitislawfulforustodosoinaccordancewithretentionguidancetakenfromtheDFE recommendedsourcewhichistheIRMStoolkit.Shouldadocumentnotbelistedinthistoolkitthenthe schoolwillkeeparecordofwhythisdataisbeingretainedandwillproduceuponrequest. Wherethe schooldoes not followthe guidance withinthis toolkit, the school have their ownretentiondocument whichcanbeprovideduponrequest.
Any data that we are no longer required to hold lawfully is deleted/destroyed in accordance with the school’sdisposalguidancepolicy.
Who we share pupil information with
Weroutinelysharepupilinformationwith:
• schoolsthatthepupilsattendafterleavingus
• Ourlocalauthority
• theDepartmentforEducation(DfE)
• Medicalinformationasappropriate/necessarywiththeNHS
• Iftheschoolisamemberofanacademytrust,thenwemaywhereappropriatesharepupilinformation withthetrust.
Wealsoroutinelysharepupilinformationwith:
ThirdPartyCompanies/Partnerswhoareassistingtheschoolorenhancingachild’seducation.Alistof suchcompanies/partnerscanbeprovideduponrequest.Thesearenotaddedtotheprivacynoticedue totheirfluidnature.
• Whererequiredtheschoolwillensurethatadataprocessingagreementisinplace
• WewillensurethataPrivacyImpactAssessment(PIA)iscarriedforanynewsystemthattheschool acquires.
• We will ensure that if any personal data is transferred to a country that the UK deem to not have adequatedataprotectionlawsthataStandardContractualClause(SCC)isinplace.
• Wewillensureforanysystemthatisonlineanddirectedatchildrenwillbecompliantwiththeageappropriatedesigncode(children’scode)
Why we share your information
• Wedonotshareinformationaboutyouwithanyonewithoutconsentunlessthelawandourpolicies allowustodoso.
• Wesharedatawithschoolsthatyourchildattendsafterleavingustoassistwiththeschooltransition process.
• Wesharedatawithourlocalauthoritywhenitisappropriatetodosotoassistintheeducationofthe pupilswithinourschool.
• Wesharedatawiththirdpartycompanies/partnerswhomayrequirethisinformationtoassistthe school.
• WesharepupildatawiththeNHSwhenappropriatetoassistwithmedicalneedsofchildrenwithin theschool.
Youth support services
Pupilsaged13+
Onceourpupilsreachtheageof13,wealsopasspupilinformationtoourlocalauthorityand/or providerofyouthsupportservicesastheyhaveresponsibilitiesinrelationtotheeducationortraining of13-19yearoldsundersection507BoftheEducationAct1996.
Thisenablesthemtoprovideservicesasfollows:
• youthsupportservices
• careersadvisers
Theinformationsharedislimitedtothechild’sname,addressanddateofbirth.Howeverwherea parentorguardianprovidestheirconsent,otherinformationrelevanttotheprovisionofyouthsupport serviceswillbeshared.Thisrightistransferredtothechild/pupiloncetheyreachtheage16
Dataissecurelytransferredtotheyouthsupportservice.
Pupilsaged16+
Wewillalsosharecertaininformationaboutpupilsaged16+withourlocalauthorityand/orprovider ofyouthsupportservicesastheyhaveresponsibilitiesinrelationtotheeducationortrainingof13-19 yearoldsundersection507BoftheEducationAct1996.
Thisenablesthemtoprovideservicesasfollows:
• post-16educationandtrainingproviders
• youthsupportservices
• careersadvisers
Dataissecurelytransferredtotheyouthsupportservice.
Formoreinformationaboutservicesforyoungpeople,pleasevisitourlocalauthoritywebsite.
Department For Education
• Wesharepupils’datawiththeDepartmentforEducation(DfE)onastatutorybasis.Thisdatasharing underpinsschoolfundingandeducationalattainmentpolicyandmonitoring.
• We are required to share information about our pupils with our local authority (LA) and the DepartmentforEducation(DfE).Maintainedschool-undersection3ofTheEducation(Information AboutIndividualPupils)(England)Regulations2013.Academiesandfreeschools-underregulation 5ofTheEducation(InformationAboutIndividualPupils)(England)Regulations2013.PupilReferral Units - under regulation 4 of The Education (Information About Individual Pupils) (England) Regulations2013
• AlldataistransferredtotheDFEsecurelyandheldbytheDFEunderacombinationofsoftwareand hardware controls which meet the current government security policy framework. government securitypolicyframework
Data collection requirements:
TofindoutmoreaboutthedatacollectionrequirementsplacedonusbytheDepartmentforEducation (forexample,viatheschoolcensus)gotohttps://www.gov.uk/education/data-collection-andcensuses-for-schools
The National Pupil Database (NPD)
MuchofthedataaboutpupilsinEnglandgoesontobeheldintheNationalPupilDatabase(NPD).
TheNPDisownedandmanagedbytheDepartmentforEducationandcontainsinformationaboutpupils inschoolsinEngland.Itprovidesinvaluableevidenceoneducationalperformancetoinformindependent research,aswellasstudiescommissionedbythedepartment.
Itisheldinelectronicformatforstatisticalpurposes.Thisinformationissecurelycollectedfromarange ofsourcesincludingschools,localauthoritiesandawardingbodies.
TofindoutmoreabouttheNPD,gotohttps://www.gov.uk/government/publications/national-pupildatabase-user-guide-and-supporting-information
Sharing by the Department
ThelawallowstheDepartmenttosharepupils’personaldatawithcertainthirdparties,including:
• schools
• localauthorities
• researchers
• organisationsconnectedwithpromotingtheeducationorwellbeingofchildreninEngland
• othergovernmentdepartmentsandagencies
• organisationsfightingoridentifyingcrime
FormoreinformationabouttheDepartment’sNPDdatasharingprocess,pleasevisit: https://www.gov.uk/data-protection-how-we-collect-and-share-research-data
OrganisationsfightingoridentifyingcrimemayusetheirlegalpowerstocontactDfEtorequest accesstoindividuallevelinformationrelevanttodetectingthatcrime.Whilstnumbersfluctuateslightly overtime,DfEtypicallysuppliesdataonaround600pupilsperyeartotheHomeOfficeandroughly1 peryeartothePolice.
ForinformationaboutwhichorganisationstheDepartmenthasprovidedpupilinformation,(andfor whichproject)ortoaccessamonthlybreakdownofdatasharevolumeswithHomeOfficeandthe Policepleasevisitthefollowingwebsite:https://www.gov.uk/government/publications/dfe-externaldata-shares
How to find out what personal information DfE hold about you
UnderthetermsoftheDataProtectionAct2018,youareentitledtoasktheDepartment:
• iftheyareprocessingyourpersonaldata
• foradescriptionofthedatatheyholdaboutyou
• thereasonsthey’reholdingitandanyrecipientitmaybedisclosedto
• foracopyofyourpersonaldataandanydetailsofitssource
IfyouwanttoseethepersonaldataheldaboutyoubytheDepartment,youshouldmakea‘subjectaccess request’. Further information on how to do this can be found within the Department’s personal informationcharterthatispublishedattheaddressbelow: https://www.gov.uk/government/organisations/department-for-education/about/personalinformation-charter
TocontactDfE:https://www.gov.uk/contact-dfe
How Government uses your data
ThepupildatathatwelawfullysharewiththeDfEthroughdatacollections:
• underpinsschoolfunding,whichiscalculatedbaseduponthenumberofchildrenandtheir characteristicsineachschool.
• informs‘shortterm’educationpolicymonitoringandschoolaccountabilityandintervention (forexample,schoolGCSEresultsorPupilProgressmeasures).
• supports‘longerterm’researchandmonitoringofeducationalpolicy(forexamplehowcertain subjectchoicesgoontoaffecteducationorearningsbeyondschool)
Requesting access to your personal data (Subject Access Request)
Underdataprotectionlegislation,youhavetherighttorequestaccesstoinformationaboutyourselfthat wehold.Ifaparent/carerisrequestingdatafortheirchild,thenthiswillbeprovidedtotheparent/carer unless the school deem the child to be mature enough to understand the data and the subject access process.
Tomakearequest,pleasecontacttheschool.Theschoolhave30calendardaystorespondtoasubject accessrequest.However,thiscanbeextendedbyafurthertwomonthsifrequired.
Requesting access to your child educational record
In broad terms an education record would be information that the school holds on a child which is informationallaboutthechildandwouldrequirenoredactionandwouldfollowthechildtoanewschool. ExampleswouldbeAttendance,schoolwork,assessmentgrades,letterstotheparentsfromtheschool aboutthechildandanyotherinformationthattheschoolholdonthechildthatrelatessolelytothatchild.
Theschoolmustrespondwiththeinformationwithin15workingschooldays.Tomakearequestplease contacttheschool.
Iftheschoolisanacademy,thentheyareundernoobligationtoprovidethisinformation.
You also have the right to the following
• incertaincircumstancestobeabletoobjecttoprocessingofpersonaldatathatislikelytocause,oris causing,damageordistress.
• Prevent processing for the purpose of direct marketing (including profiling)andprocessing for the purposesofscientific/historicalresearchandstatistics.
• not to be subject to decisions based purely on automated processing where it produces a legal or similarlysignificanteffectonyou.
• Haveinaccurate/incompletepersonaldatarectified.
• Incertaincircumstancesrestrictprocessing,requestthedeletionorremovalofpersonaldatawhere thereisnocompellingreasonforitscontinuedprocessing.
• arighttoseekredress,eitherthroughtheICOorthroughthecourts.
Ifyouhaveaconcernaboutthewaywearecollectingorusingyourpersonaldata,werequestthatyou raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’sOffice:
• Reportaconcernonlineathttps://ico.org.uk/concerns/
• Call03031231113
Orwriteto:InformationCommissioner’sOffice,WycliffeHouse,WaterLane,Wilmslow,Cheshire,SK9 5AF
Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent.Ifyouchangeyourmindorareunhappywiththe wayweuseyourpersonaldata thenplease contacttheschool.
Contact
If you would like to discuss anything in this privacy notice, please contact the school who will in turn contacttheschool’sdataprotectionofficer.Wemayneedtoupdatethisprivacynotice periodically,so werecommendthatyourevisitthisinformationfromtimetotime.Version–September2021