Privacy Policy

2017 – 2018

General privacy notice

 In accordance with the Data Protection Act 1998, when a school collects personal data about a person, it must make that information available to the individual. Schools can use this template privacy notice to detail to parents, pupils and staff how their personal data may be collected and used.

This template notice complies with the requirements set out in the General Data Protection Regulations (GDPR) 2016; however, it should be noted that whilst the regulation was initially expected to come into effect in 2018, due to the result of the EU referendum, the GDPR is now under review by the government. There is currently no confirmation on the future of the GDPR.

The school workforce 

The Data Protection Act 1998: How we use your information

William Barcroft Junior School has the legal right to collect and process personal data relating to those we employ to work at, or otherwise contracted to work at, the school. This is undertaken in order to meet the safeguarding requirements set out in UK employment and childcare law, including those in relation to the following:

• [Maintained schools only] School Staffing (England) Regulations 2009
• [Academies only] Academy Funding Agreement
• [Academies only] Academy’s legal framework
• Safeguarding Vulnerable Groups Act 2006
• The Childcare (Disqualification) Regulations 2009

Staff members’ personal data is also processed to assist in the running of the school, and to enable individuals to be paid.

The personal data we collect from our school workforce includes names, national insurance numbers, and characteristics such as ethnic group, employment contracts and remuneration details, qualifications and absence information.

The collection of personal information will benefit both national and local users by:

• Improving the management of workforce data across the sector.
• Enabling the development of a comprehensive picture of the workforce and how it is deployed.
• Informing the development of recruitment and retention policies.
• Allowing better financial modelling and planning.
• Enabling ethnicity and disability monitoring.
• Supporting the work of the school teachers’ review body.

We will not share information about you with third parties without your consent, unless the law allows us to. We are required, by law, to pass on some personal information to our LA and the DfE.

If you require more information about how we and/or the DfE store and use your personal data, please visit our website, the Gov.UK website, or download our Data Protection Policy.

Pupils and their families

The Data Protection Act 1998: How we use your information

In line with section 114 of the Education Act 2005, section 537A of the Education Act 1996 and section 83 of the Children Act 1989, the school holds the right to process personal data relating to pupils and their families at William Barcroft Junior School, and may also receive information regarding them from their previous school, LA and/or the DfE. We use this personal data to:

• Support our pupils’ learning.
• Monitor and report on their progress.
• Provide appropriate pastoral care.
• Provide statutory services, e.g. assessment for free school meals eligibility.
• Protect and safeguard our pupils.
• Assess the quality of our services.

The personal data we collect includes contact details, national curriculum assessment results, attendance information, any exclusion information, data regarding their next school or educational institution, and personal characteristics such as ethnic group, any special educational needs and disabilities (SEND) they may have, and relevant medical information.

We are required to pass on certain personal information to our LA and the DfE. Our LA uses personal information about pupils to whom it provides its services, in order to carry out its statutory functions; this may include a SEND assessment, assessment for free school meals eligibility, the admissions process, or to provide information for support services. The LA also uses personal information to derive statistics which inform future decisions and assessments of the performance of the school.

The LA may also share information with other organisations where appropriate, and in accordance with the Data Protection Act 1998; this includes, but is not limited to, the following:

• Primary care trusts
• The police
• Providers of youth support services in the area
• Other LAs
• FE institutions

The DfE may also share pupil level personal data supplied to them with third parties, though this will only occur where it is a legal requirement and in compliance with the Data Protection Act 1998. Decisions regarding whether the DfE releases this personal data to third parties are subject to a robust approval process, and are based on a detailed assessment of the person who is requesting the data, why it is required, the level and sensitivity of data requested, and the arrangements in place for storing the data. To gain access to pupil level personal data, requestors must comply with the terms and conditions surrounding the confidentiality and handling of data, security arrangements, and retention and use of data.

In line with the Data Protection Act 1998, the school will not hold personal data “for longer than is necessary for that purpose or those purposes”. In order to ensure that the school is fully compliant with procedures within the local area, William Barcroft Junior School will liaise with the LA to clarify storage and retention arrangements for sensitive data. All data, including confidential and sensitive information, will be processed in accordance with the procedures outlined in the school’s Data Protection Policy and Data Retention Policy.

It should be noted that, if someone has a concern regarding the way in which the school is handling data, this concern should initially be raised with the school by contacting the headteacher and the school will strive to resolve this issue. Concerns can include those in relation to the security, accuracy or retention period of information, what information has been collected and what information has been disclosed.

If the school is unable to resolve the problem, anyone whose information is being processed has the right to raise the concern with the Information Commissioner’s Office (ICO). This can be done by contacting the ICO helpline on 0303 123 1113 or using their live chat service.