Section G: Signature of Consent
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Privacy Notice – Pupils/Parents Who are we?
The Twyford C of E Academies Trust, Twyford Crescent, London W3 9PP is the Data Controller for the purposes of the Data Protection Act 1998 and the General Data Protection Regulation (EU 2016/679) (GDPR).
Why do we collect and use pupil information?
We collect and use personal information to perform a task carried out in the public interest and in the exercise of official authority (GDPR Article 6 1(e)) and sensitive personal information also for reasons of substantial public interest on the basis of law (GDPR Article 9 2(g)). The specific legal basis for the collection of pupil information is the Education Act 1996. We collect information from you and may receive information about you from your previous school and the Learning Records
Service. We hold this pupil data and use it to:
- Support pupil learning;
- Monitor and report on pupil progress;
- Provide appropriate pastoral care;
- Assess the quality of our services;
- Comply with the law regarding data sharing.
What information is collected?
- Personal information (such as name, unique pupil number, address, details of parents and other contacts);
- Characteristics (such as ethnicity, language, nationality, country of birth, and free school meal eligibility);
- Assessment information;
- Attendance information (such as sessions attended, number of absences and absence reasons);
- Exclusions and behavioural information;
- Special educational needs and medical information;
- Post 16 learning information including bursary eligibility and progression information.
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 GDPR, we will inform you
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 for up to 25 years so that we are able to respond to requests from former pupils for details of their education including qualifications.
Who do we share pupil information with?
We routinely share pupil information with:
- schools that the pupil’s attend after leaving us;
- our/your local authority;
- the Department for Education (DfE);
- The National Health Service.
Aged 14+ qualifications
For pupils enrolling for post 14 qualifications, the Learning Records Service will give us a pupil’s unique learner number (ULN) and may also give us details about the pupil’s learning or qualifications
Why we 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. We do not expect to transfer data to a non-EU country for offsite storage or processing but if we did we would ensure that appropriate safeguards were in place.
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 the (DfE) under regulation 5 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.
Youth support services
What is different about 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
A parent / guardian can request that only their child’s name, address and date of birth is passed to their local authority or provider of youth support services by informing us. This right is transferred to the child / pupil once he/she reaches the age 16.
Our 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.
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.
We are required by law, to provide information about our pupils to the DfE as part of statutory data collections such as the school census and early years’ census. Some of this information is then stored in the NPD. The law that allows this is the Education (Information About Individual Pupils) (England) Regulations 2013.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-user-guide-and-supporting-information.
The department may share information about our pupils from the NPD 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 our 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
To contact DfE: https://www.gov.uk/contact-dfe
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 Trust Data Team ([email protected]).
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, 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/
Contact:
If you would like to discuss anything in this privacy notice, please contact, Richard Lane (rlane@twyford.ealing.sch.uk 020 8752 0141) or the Trust’s Data Protection Officer, Robert Bullett at the London Diocesan Board for Schools, London Diocesan House, 36 Causton Street, London SW1P 4AU (robert.bullett@london.anglican.org 020 7932 1161).
To acknowledge that you have read and understood the Trust Privacy Notice and the Trust Guidance Notes for Completing an Emergency Contact & Welfare Profile, as well as any other relevant legislation and/or school policies relating to your child’s enrolment and/or welfare, please provide your signature of consent as well as the date signed: