Privacy Notice | Educational Diversity

Privacy Notices (Pupil and Workforce)

Controller: Educational Diversity

Address: 278A Whitegate Dr, Blackpool FY3 9JW

Data Protection Officer: SchoolsDPO@blackpool.gov.uk

How we use pupil information

The categories of pupil information that we process include:

personal identifiers and contacts (such as name, unique pupil number, contact details and address)
characteristics (such as ethnicity, language, and free school meal eligibility)
safeguarding information (such as court orders and professional involvement)
special educational needs (including the needs and ranking)
medical and administration (such as doctors information, child health, dental health, allergies, medication)
attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
assessment and attainment (such as key stage 1 and phonics results, WRAT, GL Tests, teacher assessments, resilience, post 16 courses enrolled for and any relevant results)
behavioural information (such as exclusions and any relevant alternative provision put in place)
trips and activities (personal identifies, medical, food allergies)
catering (personal identifiers, dietary requirements, food allergies)
free school meal management (such as personal identifiers, eligibility, financial information)

This list is not exhaustive, to access the current list of categories of information we process please contact the school office or email enquiries@eddiversity.blackpool.sch.uk

Why we collect and use pupil information

We collect and use pupil information, for the following purposes:

to support pupil learning
to monitor and report on pupil attainment progress
to provide appropriate pastoral care
to assess the quality of our services
to keep children safe (food allergies, CCTV or emergency contact details)
to meet the statutory duties placed upon us for DfE data collections
to administer the school’s Management Committee
to deliver health services
to provide transport services
to assist with further education

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for the majority of processing including pupil learning and pastoral care is:

(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;

However, the organisation will on occasion rely on:

(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; (e.g. publication of photographs)

(c) processing is necessary for compliance with a legal obligation to which the controller is subject; (e.g. Health & Safety, Safeguarding)

(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person; (e.g. medical emergencies)

(f) processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child. (e.g. school photographs)

When processing special categories of personal data the organisation will engage an additional condition from Article 9(2)(a) of the GDPR.

Collecting pupil information

We collect pupil information from a number sources including but limited to registration forms, the LA, other education settings, data subjects, family members or representatives and medical professionals.

Pupil data is essential for the schools’ operational use. Whilst the majority of pupil information you provide to us is mandatory, some of it requested on a voluntary basis. In order to comply with the data protection legislation, we will inform you at the point of collection, 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 securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please contact the school office or email enquiries@eddiversity.blackpool.sch.uk

Who we share pupil information with

We routinely share pupil information with:

source schools
schools that the pupils attend after leaving us
our local authority
youth support services (pupils aged 13+)
the Department for Education (DfE)
medical professionals (e.g. school nurses)

Why we regularly 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. The legislation the school shares data under includes but is not limited limited to:

Education Act 2011
Education and Skills Act 2008
The Special Educational Needs and Disability Regulations 2014
Children and Families Act 2014
Children’s Act 1989
Children’s Act 2004

The Education (Information About Individual Pupils) (England) Regulations 2013.

Youth support services

Pupils aged 13+

Once our pupils reach the age of 13, we also pass pupil information to our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

youth support services
careers advisers

The information shared is limited to the child’s name, address and date of birth. However where a parent or guardian provides their consent, other information relevant to the provision of youth support services will be shared. This right is transferred to the child / pupil once they reach the age 16.

Pupils aged 16+

We will also share certain information about pupils aged 16+ with our local authority and / or provider of youth support services as they have responsibilities in relation to the education or training of 13-19 year olds under section 507B of the Education Act 1996.

This enables them to provide services as follows:

post-16 education and training providers
youth support services
careers advisers

For more information about services for young people, please visit our local authority website.

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our pupils with the Department for Education (DfE) either directly or via our local authority.

All data is transferred securely and held by DfE under a combination of software and hardware controls, which meet the current government security policy framework.

For more information, please see ‘How Government uses your data’ section.

Requesting access to your personal data

Under data protection legislation, parents and pupils 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 office or email enquiries @eddiversity.blackpool.sch.uk.

You also have the right to:

to ask us for access to information about you that we hold
to have your personal data rectified, if it is inaccurate or incomplete
to request the deletion or removal of personal data where there is no compelling reason for its continued processing
to restrict our processing of your personal data (i.e. permitting its storage but no further processing)
to object to direct marketing (including profiling) and processing for the purposes of scientific/historical research and statistics
not to be subject to decisions based purely on automated processing where it produces a legal or similarly significant effect on you

If you have a concern or complaint about the way we are collecting or using your personal data, you should raise your concern with us in the first instance or directly to the Information Commissioner’s Office at https://ico.org.uk/concerns/

For further information on how to request access to personal information held centrally by DfE, please see the ‘How Government uses your data’ section of this notice.

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. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting the school office or email enquiries@eddiversity.blackpool.sch.uk.

Contact

If you would like to discuss anything in this privacy notice, please contact: contact the school office on 01253 476660 or email enquiries@eddiversity.blackpool.sch.uk.

How Government uses your data

The pupil data that we lawfully share with the DfE through data collections:

underpins school funding, which is calculated based upon the numbers of children and their characteristics in each school.
informs ‘short term’ education policy monitoring and school accountability and intervention (for example, school GCSE results or Pupil Progress measures).
supports ‘longer term’ research and monitoring of educational policy (for example how certain subject choices go on to affect education or earnings beyond school)

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

The National Pupil Database (NPD)

Much of the data about pupils in England goes on to be held in the National Pupil Database (NPD)The NPD is owned and managed by the Department for Education 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.

To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information

Sharing by the Department

The law allows the Department to share pupils’ personal data with certain third parties, including:

schools and local authorities
researchers
organisations connected with promoting the education or wellbeing of children in England
other government departments and agencies
organisations fighting or identifying crime

For more information about the Department’s NPD data sharing process, please visit:

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

Organisations fighting or identifying crime may use their legal powers to contact DfE to request access to individual level information relevant to detecting that crime. Whilst numbers fluctuate slightly over time, DfE typically supplies data on around 600 pupils per year to the Home Office and roughly 1 per year to the Police.

For information about which organisations the Department has provided pupil information, (and for which project) or to access a monthly breakdown of data share volumes with Home Office and the Police please visit the following website: https://www.gov.uk/government/publications/dfe-external-data-shares

How to find out what personal information DfE hold about you

Under the terms of the Data Protection Act 2018, you are entitled to ask the Department:

if they are processing your personal data
for a description of the data they hold about you
the reasons they’re holding it and any recipient it may be disclosed to
for a copy of your personal data and any details of its source

If you want to see the personal data held about you by the Department, you should make a ‘subject access request’. Further information on how to do this can be found within the Department’s personal information charter that is published at the address below:

https://www.gov.uk/government/organisations/department-for-education/about/personal-information-charter

To contact DfE: https://www.gov.uk/contact-dfe

How we use workforce information

The categories of school information that we process include:

personal information (such as name, address, home and mobile numbers, personal email address, employee or teacher number, national insurance number, and emergency contact details)
characteristics information (such as gender, age, ethnic group)
contract information (such as start date, hours worked, post, roles and salary information)
work absence information (such as number of absences and reasons, including information regarding physical and/or mental health, holiday/special leave records)
qualifications (and, where relevant, subjects taught)
Payroll information (such as bank or building society details)
Professional development (courses attended and dates)
Performance information (such as appraisals and performance reviews, performance, performance measures including performance management/improvement plans, disciplinary or grievance records)
Other information (such as pension arrangements, time and attendance records, information in applications made for other posts within the school, criminal records information (including the results of the Disclosure and Barring Service checks), details in references the school receives or provides to other organisations, CCTV footage and images)

This list is not exhaustive, to access the current list of categories of information we process please contact the school office or email dataprotection@eddiversity.blackpool.sch.uk.

Why we collect and use workforce information

We use 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
enable individuals to be paid (including tax and NI contributions)
to safeguard our workforce, students and other individuals
to ensure safe working practices
to meet the statutory duties placed upon us for DfE data collections
To meet safeguarding and/or health & safety obligations

Under the General Data Protection Regulation (GDPR), the legal basis / bases we rely on for processing personal information for general purposes are:

(c) processing is necessary for compliance with a legal obligation to which the controller is subject; (e.g. Health & Safety, Safeguarding)

(b) Contract: the processing is necessary for a contract you have with the individual, or because they have asked you to take specific steps before entering into a contract.

(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;

However, the organisation will on occasion rely on:

(a) the data subject has given consent to the processing of his or her personal data for one or more specific purposes; (e.g. publication of photographs)

(d) processing is necessary in order to protect the vital interests of the data subject or of another natural person; (e.g. medical emergencies)

When processing special categories of personal data the organisation will engage an additional condition from Article 9(2)(a) of the GDPR.

Collecting workforce information

We collect personal information from a number of sources, including but not limited to application forms, signing in and out, previous employers, the LA, regulatory authorities such as HMRC, trade union, the Disclosure and Barring Service, medical professionals, students or their parents/carers, publically available resources online and the data subject themselves. In addition to this we may obtain information from technical systems such as our computer networks, CCTV, email, intranet and internet facilities, telephones and mobile phone records.

Workforce data is essential for the school’s / local authority’s operational use. Whilst the majority of personal information you provide to us is mandatory, some of it is requested on a voluntary basis. In order to comply with GDPR, we will inform you at the point of collection, whether you are required to provide certain information to us or if you have a choice in this. If our workforce fail to provide information to us then this may result in us being unable to perform the employment contract, or we may be prevented from complying with our legal obligations.

Storing workforce information

We hold data securely for the set amount of time shown in our data retention schedule. For more information on our data retention schedule and how we keep your data safe, please email enquiries@eddiversity.blackpool.sch.uk

Who we share workforce information with

We routinely share this information with:

our local authority (where applicable)
the Department for Education (DfE) in compliance with legal obligations of the school to provide information about our workforce as part of statutory data collection.

Why we share school workforce information

We do not share information about our workforce members with anyone without consent unless the law and our policies allow us to do so.

The legislation the school shares data under includes but is not limited to:

Education Act 2011
Education and Skills Act 2008
The Special Educational Needs and Disability Regulations 2014
Children and Families Act 2014
Children’s Act 1989
Children’s Act 2004
Education Regulations 2007 and amendments

Local authority

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

Department for Education

The Department for Education (DfE) collects personal data from educational settings and local authorities via various statutory data collections. We are required to share information about our children and young people with the Department for Education (DfE) for the purpose of those data collections.

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

All data is transferred securely and held by DfE under a combination of software and hardware controls which meet the current government security policy framework. For more information, please see ‘How Government uses your data’ section.

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, email enquiries@eddiversity.blackpool.sch.uk

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
a right to seek redress, either through the ICO, or through the courts

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 at https://ico.org.uk/concerns/

Contact

If you would like to discuss anything in this privacy notice, please email enquiries@eddiversity.blackpool.sch.uk

How Government uses your data

The workforce data that we lawfully share with the DfE through data collections:

informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce
links to school funding and expenditure
supports ‘longer term’ research and monitoring of educational policy

Data collection requirements

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

Sharing by the Department

The Department 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 Department 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.

To contact the department: https://www.gov.uk/contact-dfe