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 and address)
  • Characteristics (such as ethnicity, language, nationality, country of birth, free school meal eligibility and mode of transport to school)
  • National curriculum assessment results
  • Attendance information (such as sessions attended, number of absences and absence reasons)
  • Assessment information (such as grades, forecasts and exam/test results)
  • Medical information (such as allergies, medication, accidents)
  • Special Educational Needs
  • Behaviour information (Positive and negative behaviour, and exclusion information)

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
  • to safeguard pupils
  • to comply with health & safety law

The lawful basis on which we use this information

We collect and use pupil information the Education act 1996 and Article 6 and 9 of the GDPR act.

  • GDPR – Article 6 1(c) ‘processing is necessary for compliance with a legal obligation to which the controller is subject’;
  • GDPR – Article 6 1(e) ‘processing is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller’;
  • GDPR – Article 9 1(g) ‘processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and s specific measures to safeguard the fundamental rights and the interests of the data subject’

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 student information to us or if you have a choice in this.

Storing pupil data

We store your data on secure computers and in paper records securely in school.  The school is legally required to store certain personal data about pupils after they have left school.  We follow Shropshire LA records retention schedule and securely destroy records once they no longer need to be kept.

Who we share pupil information with

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

  • schools that pupils attend after leaving us
  • Shropshire Council
  • the Department for Education (DfE) This statutory data sharing underpins school funding and educational attainment policy and monitoring; (further information is available via https://www.gov.uk/guidance/data-protection-how-we-collect-and-share-research-data)
  • Executive Government Agencies of the DfE include;
      • the Standards and Testing Agency (STA);
      • Ofsted;
      • Education and Skills Funding Agency;
      • Organisations that require access to data in the Learner Record Service;
      • The National Pupil Database (managed by the DfE). Robust processes are in place to ensure confidentiality of data is maintained.

Further information is available via; https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

      • the Department of Health; Local Trusts include
  • Shropshire Community Health NHS Trust;
      • South Staffordshire and Shropshire Healthcare NHS Foundation Trust;
      • Shrewsbury and Telford Hospital NHS Trust
  • Health & Safety Executive (HSE)
  • Shropshire Council may share information about individuals where this is likely to enable a beneficial intervention from the other public sector agencies.
  • St Bart’s Academy Trust
  • Eduspot who provide teacher to parent communications and school money for online payments
  • Safeguarding agencies in order to comply with the law

Why we share student 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

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 student 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 students 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 business manager by email to sbm@whitchurch-jun.shropshire.sch.uk or telephone 01948 662255.

You have the right to;

  • enable correction to data for accuracy
  • request the deletion or removal of personal data where there is no compelling reason for it continued processing.

· object to processing of personal data that is likely to cause, or is causing damage or distress

  • to obtain and reuse your personal data for your own purposes across different services

· 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 breach of the Data Protection Regulations

If you have a concern about the way the school are collecting or using your personal data, please raise the concern with the school in the first instance, alternatively, you can contact the commissioners officer at https://ico.org.uk/conerns/

If you would like to discuss anything in this privacy notice, please contact Carrie Marshall the school business manager, Diana West the Headteacher or Victor Trigg the Data Protection Officer. The contact number is 01948 662255.