Downs Infant School Privacy Notice (How we use pupil information)
The categories of pupil information that we collect, hold and share include:
- Personal information (such as name, unique pupil number, address and contact details for parents/carers)
- 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)
- Assessment information; both ‘summative’ ( assessments of how a pupil is doing in relation to age-related expectations) and ‘formative’ (what they need to do to develop further)
- Relevant medical information
- Information on Special Educational Needs
- Information on behaviour, including allegations of bullying, or relating to exclusions
Why we collect and use this information
We use the pupil data:
- to support pupil learning
- to monitor and report on pupil progress
- to 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 pupil information under the Education Act 1996. Personal data is processed under Article 6 of the General Data Protection Regulation (GDPR), in particular under the lawful basis of performing our task of providing education in the public interest. Special category data is processed under Article 9 of the GDPR.
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 the duration of their enrolment with our school. We are developing our data retention policy which will have four levels of data retention:
- Data which is required while the pupil is at Downs Infant School under the requirements of Article 6 and Article 9 of the GDPR.
- Data which will be kept during the term following the child moving to a new setting to ensure a smooth handover.
- Data kept for 5 years after a child has left the school to support longer term but detailed analysis of progress, attainment, support for pupil groups etc. This will be subject to data ‘blurring’ through data minimisation and de-personalisation.
- Long term, until the pupil is 25 years of age or older, where detailed information about activities in school may form an important part of safeguarding for that individual.
Who we share pupil information with
We routinely share pupil information with:
- schools that the pupils attend after leaving us
- our local authority
- the Department for Education (DfE)
We may share information with other parties such as the School Nurse, however, we will inform you and you will have the opportunity to consent where this sharing of information is not covered on the grounds of reasons of public interest or safeguarding.
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 our local authority (LA) and the Department for Education (DfE) under section 3 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.