Privacy Notice

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.

We, Meadow High School are the ‘data controller’ for the purposes of data protection law. Further details about our data controller are available on request.

 

Collecting and storing pupil information

We process personal data relating to pupils, parents, staff and Governors of our organisation.

We will not give information about our pupils to anyone without consent unless the law allows us to do so. 

Storing pupil data

We will only keep your information for as long as we need it or for as long as the law requires us to. Most of the information we have about you will be in our pupil file. We have a policy which explains how long we keep information, it is called the Records Retention Policy and if you would like to discuss this in greater detail please contact the school’s Data Protection Administrator, details at the end of this form.

Any personal data that we are required to keep about pupils is securely stored, with limited access for staff. It will not be accessed except in response to a query about our actions in the education of a particular pupil. No decisions will be made about you based on this data and you will not suffer any detriment or harm by having it stored in/on our secure systems. 

We keep an overall summary of attainment and performance of pupils in our school, in order to monitor trends in teaching and learning. This data is anonymised and does not allow us to identify individual learners, once they have left our learning community.

 

We use the pupil data to:

• support pupils and teachers in learning

• monitor and report on progress

• provide appropriate care and security

• assess the quality of our services

• comply with the law around statutory data sharing

• promote the school (via newsletters and social media, with appropriate consent)

 

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

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

• Special Category data (such as – ethnicity, nationality, country of birth, biometric and medical information)

• Attendance and assessment information (such as – sessions attended, number of absences & absence reasons, national curriculum assessment results, special education needs and any exclusion information).

 

The lawful basis on which we use this information

All data we process is in accordance with the rules as laid down in statute, including the General Data Protection Regulations, the Education Act 1996, the Education and Skills Act 2008 and the Apprenticeship, Skills, Children and Learning Act 2009 and Children Act 2014.

We use personal data about pupils and parents to ensure that we fulfil our legal obligation to offer educational opportunities to our pupils and are able to look after the needs and requirements of everyone in our learning community. We use personal data about our staff to ensure that we can support them in offering teaching and learning and in their personal development.

Where we rely on consent to process personal data about individuals in our school, we ensure that we obtain that consent freely and in a positive manner. Anyone whose personal data is processed on the basis of consent can withdraw that consent easily and quickly. See “Requesting access to personal data & individual rights” listed later in this notice”.

 Please note that the main reasons for our processing of personal information is due to

1. We need to, to comply with the law

2. We need to, to carry out a task in the public interest

3. We need to, protect someone’s interests

4. To communicate with you/parents/carers

 

A comprehensive list of data processing is kept in the school’s Record of Processing Activities. Within this register we will record the lawful reason for each instance of personal data being processed, along with special categories for sensitive information.

If you would like to discuss this in greater detail please contact the school’s Data Protection Administrator, details at the end of this form.

 

Who will see your personal data?

We will only share your information with people who have a legal or operational reason to see it.  For pupils, this could include anyone directly involved in planning, providing or supporting educational opportunities. For parents, this could include anyone who needs to be involved in conversations about your child’s progress at our school.

All staff personnel files are held securely by the HR department and are only available to the HR team and senior management.

Personal data about Governors is held by the Clerk to the Governors. It is only available to the Clerk and is kept in order to ensure that Meadow High School complies with our legal obligations regarding Governance.

 

Photographs

Our school operates a policy relating to the use of photographs and a copy of this can be requested via the school’s Data Protection Administrator, details at the end of this form.

 

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) please see the following web link: 

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

 

The National Pupil Database (NPD)

The NPD is owned and managed by the Department for Education (DfE) and contains information about pupils in schools in England. It provides invaluable evidence on educational performance to inform independent research, as well as studies commissioned by the Department. 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 to pass information about our pupils to the DfE under Regulation 5 and Schedule 1 of The Education (Information About Individual Pupils) (England) Regulations 2013as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. 

This information will, in turn, then be made available for use by the Local Authority who, under strict information sharing protocols and policies, may also be required to share this information with other public sector partners such as other Local Authorities or local Children Centre. 

To find out more about the National Pupil Database please see the following web link: -

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

 

The DfE may share information about our pupils from the National Pupil Database 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 Department has robust processes in place to ensure the confidentiality of 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.

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 pupil information, (and for which project), please visit the following website: https://www.gov.uk/government/publications/national-pupil-database-requests-received

If you have questions, contact the DfE through their website: https://www.gov.uk/contact-dfe

 

 Changing schools

As per The Education (Pupil Information) (England) Regulations 2005, we are required to pass pupil information on to schools that the pupil goes on to attend after leaving us. We do this via the Department for Education’s ‘School to School’ (S2S) secure data transfer website. This also acts as a temporary information depositary where a pupil has left us, and the destination is not known to us.

 The NHS

Information will only be passed to the NHS where we have a legal / statutory obligation to do so or where it is fully anonymous and cannot identify individuals, to the extent of no longer being personal data. Where the NHS otherwise requires personal data for the provision of a service or research, parental and / or pupil consent will always be sought on a case by case basis.

CCTV

Our school uses Closed Circuit Television cameras for the purposes of monitoring our premises and to support any pupil behavioural policies. There are visible signs showing that CCTV is in operation and images from this system are securely stored where only a limited number of authorised persons may have access to them. We may be required to disclose CCTV images to authorised third parties such as the police to assist with crime prevention or at the behest of a court order.

Requesting access to personal data & individual rights

The General Data Protection Regulations and associated Data Protection Act 2018 allow parents and pupils the right to access the information that we hold about them. Additionally, the Education Act 1996 allows parent’s the right to access most of their child’s educational records. To make a request for information; please use the contact details that can be found at the end of this notice. 

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. 

Contact

If you would like to discuss anything in this privacy notice or make a request for information, please contact:

Mrs Jenny Rigby: meadow@meadowhighschool.org  

Please note our Statutory Data Protection Officer details are available on request

 

Alternatively, should we not be able to provide a satisfactory answer to your request in the first instance, you may wish to contact the Information Commissioner’s Office (ICO) directly using the following details:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

0303 123 1113

www.ico.org.uk/concerns/

 

 

---

Learning Records Bureau

The Government Learning Records Bureau provides each pupil with a ULN (Unique Learning Number) from which a personal learning record is held, as part of the function of the Department for Education.

The Department for Education and the Education and Skills Funding Agency use the ULN to collect data, for example about exam results such as GCSE and A Level.

Pupils at Meadow  High School will have their data used by the Learning Records Bureau, Education and Skills Funding Agency and Department of Education.

We therefore draw your attention to the Privacy Notice issued by the Education and Skills Funding Agency, which can be read by following the link below:

https://www.gov.uk/government/publications/lrs-privacy-notices/lrs-privacy-notice

 

 

---

 

 

PRIVACY NOTICE FOR SCHOOL WORKFORCE

HOW MEADOW HIGH SCHOOL USE
SCHOOL WORKFORCE INFORMATION

 

The categories of school workforce information that we collect, process, hold, and share includes:

• personal information (such as name, address, telephone numbers, email address, employee or teacher number, national insurance number, bank account number)

• special categories of personal data including characteristics information (such as gender, age, ethnicity, religion) 

• pre-employment and safeguarding checks (such as “Right to Work in the UK” information, DBS and Children’s Barred List outcome information, pre-placement medical questionnaire outcome information, employment references, overseas check outcome information, and Teacher Status Check outcome information)

• contract information (such as start dates, hours worked, post, roles, salary information, and continuous service dates)  

• work absence information (such as number and type of absences and reasons, and occupational health medical referrals and reports)

• performance management, grievance, and conduct or disciplinary information [where applicable]

• Qualifications (and, where relevant, subjects taught)

• *settlement agreements, COT3 agreements, and claims to an Employment Tribunal or Employment Appeal Tribunal [where applicable] 

• Live streaming videos and recordings where applicable

 

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

• inform the development of recruitment and retention policies

• manage recruitment processes and safer recruitment requirements

• enable individuals to be paid

• manage work absence and other performance management and conduct or disciplinary related activities in accordance with the Meadow High School policies and procedures

• enable remote working procedures

 

The lawful basis on which we process this information

We process this information under:

• Article 6 (1)(b) of the General Data Protection Regulation (GDPR) as processing is necessary for a contract we have with you, or because we have asked you to take specific steps before entering into a contract

• Article 6(1)(c) of the GDPR as processing is necessary for us to comply with the law 

• Article 6(1)(e) of the GDPR as processing is necessary for us to perform a task in the public interest or for our official functions, and this task or function is lawful

• Article 9(2)(b) of the GDPR as processing is necessary for the purposes of carrying out our obligations in relation to employment law

• Article 9(2)(h) of the GDPR as processing is necessary, where applicable, for the purposes of preventative or occupational medicine to assess the working capacity of the employee or to obtain a medical diagnosis.

 

Collecting this information

While the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis.  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 six (6) calendar years after your employment ceases or six (6) financial years where required by law.

 

Who we share this information with

We routinely share this information with:

• our local authority

• the Department for Education (DfE)

• The Schools HR Co-operative

• Governor Support Service 

• SIMS for Schools 

• Medigold Health 

• Dataplan

• Surrey Council

• Suppliers and service providers – to enable them to provide the service we have contracted them for e.g. IT systems.

 

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.

 

Local Authority

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

We also share information with our local authority about our workforce members’ continuous service to establish eligibility for long service awards, and information about governing body membership that will identify staff who are governors on the school’s governing body (in accordance with section 30 of the Education Act 2002).

 

Department for Education (DfE)

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

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

 

The Schools HR Co-operative (“Schools HR”)

We share personal data, including special categories of personal data, with Schools HR for HR-related purposes, including: 

• processing safer recruitment checks 

• the administration of your employment contract (including calculation of continuous service dates for conditions of service and identifying long service award eligibility) 

• supporting work absence policies and procedures (including sickness absences)

• managing your performance and conduct

• undertaking any grievance, disciplinary, or related investigations

• *advising on, and responding to, employment-related matters (including settlement agreements, COT3 agreements, and claims in the Employment Tribunal and Employment Appeal Tribunal) [where applicable].

 

Governor Support Service

We share personal data with the Governor Support Service for governing body membership reporting purposes, including: 

• confirming personal information about staff who are governors on the school’s governing body (e.g. staff governors or co-opted governors) to enable communication and governing body membership reporting 

• providing details of governing body reports and other information (including full governing body and committee minutes and reports) that may include personal information about staff who are governors on the school’s governing body.   

 

SIMS for Schools 

We share personal data, including special categories of personal data, with SIMS for Schools for SIMS database administration and technical support purposes, including: 

• the administration of your workforce data

• ensuring you are paid the correct amount

• supporting the statutory return process (DfE workforce census).   

 

Medigold Health 

We share personal data, including special categories of personal data, with Medigold Health for managing work absences and wellbeing support, including:

• assessing your fitness to work

• when required, referring you for an occupational health assessment or consultation 

• supporting your attendance at work (including making any reasonable adjustments to support your return to work and/or ongoing attendance at work).   

 

Dataplan

• enabling you to be paid, and for pension contributions to be made to a pension scheme [where applicable]

 

Surrey Council

• pension contributions to be made to a pension scheme

 

Data collection requirements

The Department for Education (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). All state funded schools are required to make a census submission because it is a statutory return under sections 113 and 114 of the Education Act 2005

 

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

 

The DfE 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; and 

•    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 DfE’s data sharing process please visit: 

https://www.gov.uk/data-protection-how-we-collect-and-share-research-data  

 

To contact the DfE please visit:

https://www.gov.uk/contact-dfe 

 

Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information please contact the Data Protection Officer Alan Manning on  email amanning@meadowhighschool.org or phone 01895 443310 

 

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 ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office (ICO) at https://ico.org.uk/concerns/ 

 

Further information

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

DPO Alan Manning on email amanning@meadowhighschool.org or phone 01895 443310 

 

*if applicable