Privacy Notice (GDPR)
The new General Data Protection Regulations (GDPR) came into effect on 25th May 2018. Please see below documentation relating to GDPR.
This page will continue to be developed.
This page will continue to be developed.
Privacy Notice (How we use pupil information) – For pupils and their families
2.1 What this Privacy Notice is forFairfield Endowed CE Junior School collect, hold, use and share information about our pupils and their families. This is known as “personal data” and you have rights around that data, including knowing how and why we are processing the data. “Processing” data means from collecting, storing, using, sharing and disposing of it.
2.2 The types of information that we process
We collect and use pupil information, for the following purposes:
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
2.5 How we collect pupil information
We collect pupil information via admission forms completed by parent/carer when a student joins our School, data collection forms, information provided by; parent/carer, the previous school/provisions, local authorities, NHS, Police, the Department for Education (DfE) and by secure file transfer Common Transfer File (CTF).
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. We will let you know, when we ask you for data, whether you are required to provide the information and your rights in relation to this.
2.6 How and where we store pupil information
We securely store workforce information on the School’s IT network. Secure storage is provided for paper based records. 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 visit the school website.
We are currently following the instructions of the Independent Inquiry into Child Sexual Abuse (IICSA) which states that student records should not be destroyed until this inquiry is complete.
2.7 Who we share pupil information with
We routinely share pupil information with:
2.8 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.
2.8.1 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 for the purpose of those data collections, under:
For use by maintained schools only:] section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
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.
2.8.2 Local Authorities
We may be required to share information about our pupils with the local authority to ensure that they can conduct their statutory duties under
• the Schools Admission Code, including conducting Fair Access Panels.
2.9 Requesting access to your personal data, and other rights
Under data protection law, pupils have the right to request access to information about them that we hold, and in some cases, parents can make the request on the pupil’s behalf. Parents also have the right to access their child’s educational record.
You also have the right to:
If you would like to request access to your data, or use any of the other rights listed above, please contact the school office in the first instance.
2.10 How Government uses your data
The pupil data that we lawfully share with the DfE through data collections:
2.11 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
2.12 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
2.13 Sharing by the Department
The law allows the Department to share pupils’ personal data with certain external, including:
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
2.14 ContactsIf you have a concern about the way we are collecting or using your personal data or you would like to discuss anything in this privacy notice, we ask that you raise your concern with us in the first instance.
Please contact the School Office, Headteacher or School Data Protection Officer:
Data Protection Officer Name: GDPR for Schools, Derbyshire County Council
DPO Email: gdprforschools@derbyshire.gov.uk
DPO Phone: 01629 532888
DPO Address: Room 396, North Block, County Hall, Smedley Street, Matlock, Derbyshire, DE4 3AG
For Derbyshire County Council:
Information Governance Officer
Children’s Services Department, Derbyshire County Council
Room 361
County Hall
Matlock
Derbyshire
DE4 3AG
Email: cs.dpandfoi@derbyshire.gov.uk
Telephone: 01629 532011
For DfE:
Public Communications Unit,
Department for Education,
Sanctuary Buildings,
Great Smith Street,
London, SW1P 3BT
Website: www.education.gov.uk / https://www.gov.uk/contact-dfe
Email: http://www.education.gov.uk
Telephone: 0370 000 2288
If however you are dissatisfied with our response to your concerns you can of course contact the ICO quoting our ICO registration number Z7158062 and stating that the Data Controller is Fairfield Endowed CE Junior School
Information Commissioners’ Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Website: https://ico.org.uk/concerns/
Appendix A – List of suppliers / third party providers
Debbie Withers
Braiswick Photography
Class Dojo
CPOMS
Developing Experts
DSAP
EduSpot
GDPRiS
High Peak Athletics
IT Just Done
MyMaths
Oddizzi Little Travel Bug Ltd
ParentPay
Perspective Lite (Angel Solutions)
Purple Mash
Ricoh
RM Education
Samantha Wood Theatre Acadamy
Synergy Performance Fitness
Weebly.com
2.1 What this Privacy Notice is forFairfield Endowed CE Junior School collect, hold, use and share information about our pupils and their families. This is known as “personal data” and you have rights around that data, including knowing how and why we are processing the data. “Processing” data means from collecting, storing, using, sharing and disposing of it.
2.2 The types of information that we process
- personal information that identifies you, and your contact details. This includes name, date of birth, unique pupil number, photographs, contact details and address
- attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
- behavioural information (such as exclusions and any relevant alternative provision put in place)
- assessment and attainment (such as National curriculum assessment results e.g. Key Stage 2 results, exam results and student performance at different data collections, [post 16 courses enrolled for] and any relevant results)
- Extra-curricular and enrichment participation
- 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 information (such as Doctor’s information, child health, dental health, allergies, medication and dietary requirements)
- Funding (Free school meal, Pupil Premium, ESA, High Needs Funding and Catch Up Funding)
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
- to meet the statutory duties placed upon us for DfE
- to comply with the law regarding data sharing
- for site security
- protect public monies against fraud
- to streamline systems
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing pupil information are:
- Article 6(a) - Consent (for any processing which does not fall into the bases detail within this section below)
- Article 6(c) - Compliance and Legal Obligation
- Article 6(e) - Public Interest
- Article 9(2g) - Processing is necessary for reasons of substantial public interest
- 8 - Equality of Opportunity or Treatment
- 18 - Safeguarding Children and Individuals at Risk
2.5 How we collect pupil information
We collect pupil information via admission forms completed by parent/carer when a student joins our School, data collection forms, information provided by; parent/carer, the previous school/provisions, local authorities, NHS, Police, the Department for Education (DfE) and by secure file transfer Common Transfer File (CTF).
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. We will let you know, when we ask you for data, whether you are required to provide the information and your rights in relation to this.
2.6 How and where we store pupil information
We securely store workforce information on the School’s IT network. Secure storage is provided for paper based records. 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 visit the school website.
We are currently following the instructions of the Independent Inquiry into Child Sexual Abuse (IICSA) which states that student records should not be destroyed until this inquiry is complete.
2.7 Who we share pupil information with
We routinely share pupil information with:
- Schools that the pupils attend after leaving us
- Feeder schools
- Our local authority
- Other relevant local authorities
- Our Governing Body
- The Department for Education (DfE) Inc. Learner Record Services and the National Pupil Database
- Police
- NHS (agencies and services)/School Nurse
- External systems used by the School to carry out day to day processes and requirements. Please see Appendix A.
2.8 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.
2.8.1 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 for the purpose of those data collections, under:
For use by maintained schools only:] section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
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.
2.8.2 Local Authorities
We may be required to share information about our pupils with the local authority to ensure that they can conduct their statutory duties under
• the Schools Admission Code, including conducting Fair Access Panels.
2.9 Requesting access to your personal data, and other rights
Under data protection law, pupils have the right to request access to information about them that we hold, and in some cases, parents can make the request on the pupil’s behalf. Parents also have the right to access their child’s educational record.
You also have the right to:
- be informed about the collection and use of your personal data.
- rectification, ie to have inaccurate personal data rectified, or completed if it is incomplete.
- erasure, often known as the ‘right to be forgotten’; however this does not apply where, amongst other things, processing is necessary to comply with a legal obligation.
- restrict processing, although, as above this is a limited right.
- data portability where applicable.
- object; though other than for marketing purposes, this is also limited as above.
- Where we rely on your consent to process your data, you have the right to revoke that consent.
- You also have rights in relation to automated decision making and profiling, though these are not currently relevant
- Finally, the right to seek redress, either through the ICO, or through the courts
If you would like to request access to your data, or use any of the other rights listed above, please contact the school office in the first instance.
2.10 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)
2.11 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
2.12 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
2.13 Sharing by the Department
The law allows the Department to share pupils’ personal data with certain external, including:
- schools
- 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
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
2.14 ContactsIf you have a concern about the way we are collecting or using your personal data or you would like to discuss anything in this privacy notice, we ask that you raise your concern with us in the first instance.
Please contact the School Office, Headteacher or School Data Protection Officer:
Data Protection Officer Name: GDPR for Schools, Derbyshire County Council
DPO Email: gdprforschools@derbyshire.gov.uk
DPO Phone: 01629 532888
DPO Address: Room 396, North Block, County Hall, Smedley Street, Matlock, Derbyshire, DE4 3AG
For Derbyshire County Council:
Information Governance Officer
Children’s Services Department, Derbyshire County Council
Room 361
County Hall
Matlock
Derbyshire
DE4 3AG
Email: cs.dpandfoi@derbyshire.gov.uk
Telephone: 01629 532011
For DfE:
Public Communications Unit,
Department for Education,
Sanctuary Buildings,
Great Smith Street,
London, SW1P 3BT
Website: www.education.gov.uk / https://www.gov.uk/contact-dfe
Email: http://www.education.gov.uk
Telephone: 0370 000 2288
If however you are dissatisfied with our response to your concerns you can of course contact the ICO quoting our ICO registration number Z7158062 and stating that the Data Controller is Fairfield Endowed CE Junior School
Information Commissioners’ Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510
Website: https://ico.org.uk/concerns/
Appendix A – List of suppliers / third party providers
Debbie Withers
Braiswick Photography
Class Dojo
CPOMS
Developing Experts
DSAP
EduSpot
GDPRiS
High Peak Athletics
IT Just Done
MyMaths
Oddizzi Little Travel Bug Ltd
ParentPay
Perspective Lite (Angel Solutions)
Purple Mash
Ricoh
RM Education
Samantha Wood Theatre Acadamy
Synergy Performance Fitness
Weebly.com
