Data Protection

What data/ information do we collect

The school collects and processes a range of information about you, its pupils. Information is stored in secure locations including

 Approved database i.e. SIMS

 our IT system including emails and file store

 local filing cabinets

These can only be accessed by authorised personnel and on a need to know basis.

This includes:

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

 Characteristics also known as ‘Special Data’ (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)

 Additional categories of pupil information that we collect/hold and/or share include; assessment information, relevant medical information, special educational needs information, exclusions/behavioural information.

What law allows us to do this?

We collect and use your information under section 537A of the Education Act 1996, and section 83 of the Children Act 1989.

We also comply with Article 6(1)(c) and Article 9(2)(b) of the General Data Protection Regulation (GDPR).

Why do we require your information?

We use your data:

 to support pupil learning

 to monitor and report on pupil progress

 to provide appropriate pastoral and health care

 to assess the quality of our services

 to comply with the law regarding data sharing

 to safeguard and promote the welfare of pupils

 to fulfil our contractual and other legal obligations

 to provide additional activities for pupils, for example, activity clubs and educational visits

 to protect and promote our interests and objectives - this includes fundraising

 to promote the school using pupil images on our website, BLOG and prospectus

Most of this information is required in order for us to fulfil legal, regulatory or school business reasons. Where we collect information from you on a purely voluntary basis to use for a specific purpose then we will ensure you know why and that we get your consent.

Where did we get your data from?

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.

We may acquire Personal Data in a number of ways including, without limitation, the following:

 parents of pupils may provide us with Personal Data about themselves or their family in correspondence, forms, documents, during discussions with staff, and through our website;

 we may acquire Personal Data from other parents, or from people outside of the community who know parents or from the pupils themselves; and

 we may acquire Personal Data from third parties such as nurseries, schools and colleges, public authorities or from public sources.

Who will we share your information with?

We routinely share your information with:

 schools and other educational sites that the pupils attend prior to and after leaving us

 schools or other educational establishments for the purpose of referral or examination centre provision

 our local authority

 school nursing/NHS

 Social Care

 Police – in the event of an incident or where an appropriate request is made in the event of an investigation or to prevent crime.

 the Department for Education (DfE) – The National Pupil Database (NPD). To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupildatabase-user-guide-and-supporting-information. To contact DfE: https://www.gov.uk/contact-dfe

How long will we hold on to your information for?

Our Data Retention Schedule stipulates the length of time for which your personal data will be stored; a copy of the policy can be obtained from the school office and is available on the website.

What happens if the information in the records is wrong?

You will need to be specific about why you think the information is wrong and what you think we should do to correct it. If you can prove the information is incorrect, we will change it. If we cannot amend your record in the way you would like, we will explain the reason for this. You will be able to see a copy of your amended record.

What rights do you have over the information that we hold on your behalf?

You have several rights over your data that we are required by law to uphold. You have the following rights:

• The right to access your data:

• You have the right to request a copy of your data provided that your request is not unfounded or excessive. We are required to provide you with this within one month of your request. In order to request your data, please contact e.adams@thespiresacademy.org.uk  

• The right to withdraw your consent from us

• This right only applies in relation to our sharing of your information where we are relying on consent as the basis for processing your information e.g. the use of photos from school activities.

• The right to lodge a complaint with the Information Commissioners Office (ICO)

• 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/ or call 0303 123 1113 in order to lodge a complaint with the regulator.