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Privacy Notice

INFORMATION FOR PUPILS AND PARENTS ON HOW INFORMATION ABOUT PUPILS IS USED IN EDUCATIONAL SETTINGS WITHIN LINCOLNSHIRE GATEWAY ACADEMIES TRUST

Why do we collect and use pupil information?

We collect and use pupil information to enable the submission of the school census returns, including a set of named pupil records, which is a statutory requirement on schools under Section 537A of the Education Act 1996.

Personal data that we may collect, use, store and share (when appropriate) about your child includes, but is not restricted to:

  • Contact details, contact preferences, date of birth, identification documents
  • Results of internal assessments and externally set tests
  • Pupil and curricular records
  • Exclusion information
  • Attendance information
  • Safeguarding information
  • Details of any support received, including care packages, plans and support providers
  • Information about your child’s use of our information and communications systems, equipment and facilities (e.g. school computers)

We may also collect, use, store and share (when appropriate) information about your child that falls into ‘special categories’ of more sensitive personal data. This includes, but is not restricted to:

  • Information about any medical conditions we need to be aware of, including physical and mental health
  • Photographs and CCTV images captured in school
  • Information about characteristics, such as ethnic background or special educational needs

We may also hold data about your child that we have received from other organisations, including other schools and social services.

Why we use this data

We use the data listed above to:

  • Support pupil learning
  • Monitor and report on pupil progress
  • Provide appropriate pastoral care
  • Protect pupil welfare
  • Assess the quality of our services
  • Administer admissions waiting lists
  • Carry out research
  • Comply with the law regarding data sharing
  • Make sure our information and communication systems, equipment and facilities (e.g. school computers) are used appropriately, legally and safely

Use of your child’s personal data for filtering and monitoring purposes

While your child is in in our school, we may monitor their use of our information and communication systems, equipment and facilities (e.g. school computers).

We do this so that we can:

  • Comply with health and safety and other legal obligations
  • Comply with our policies child protection policy, IT acceptable use policy and our legal obligations
  • Keep our network(s) and devices safe from unauthorised access, and prevent malicious software from harming our network(s)
  • Protect your child’s welfare

Our legal basis for using this data

We only collect and use your personal data when the law allows us to. Most commonly, we process it where:

  • We need to comply with a legal obligation
  • We need to perform an official task in the public interest
  • We need to fulfil a contract we have entered into with you

Less commonly, we may also process your personal data in situations where:

  • We have obtained consent to use it in a certain way
  • We need to protect an individual’s vital interests (protect their life)

Where you have provided us with consent to use your data, you may withdraw this consent at any time. We will make this clear when requesting your consent, and explain how you would go about withdrawing consent if you wish to do so.

Our basis for using special category data

For ‘special category’ data, we only collect and use it when we have both a lawful basis, as set out above, and 1 of the following conditions for processing as set out in UK data protection law:

  • We have obtained your explicit consent to use your child’s personal data in a certain way
  • We need to perform or exercise an obligation or right in relation to employment, social security or social protection law
  • We need to protect an individual’s vital interests (i.e. protect your child’s life or someone else’s life), in situations where you’re physically or legally incapable of giving consent
  • The data concerned has already been made manifestly public by you
  • We need to process it for the establishment, exercise or defence of legal claims
  • We need to process it for reasons of substantial public interest as defined in legislation
  • We need to process it for health or social care purposes, and the processing is done by, or under the direction of, a health or social work professional or by any other person obliged to confidentiality under law
  • We need to process it for public health reasons, and the processing is done by, or under the direction of, a health professional or by any other person obliged to confidentiality under law
  • We need to process it for archiving purposes, scientific or historical research purposes, or for statistical purposes, and the processing is in the public interest

For criminal offence data, we will only collect and use it when we have both a lawful basis, as set out above, and a condition for processing as set out in UK data protection law. Conditions include:

  • We have obtained your consent to use it in a specific way
  • We need to protect an individual’s vital interests (i.e. protect your child’s life or someone else’s life), in situations where you’re physically or legally incapable of giving consent
  • The data concerned has already been made manifestly public by you
  • We need to process it for, or in connection with, legal proceedings, to obtain legal advice, or for the establishment, exercise or defence of legal rights
  • We need to process it for reasons of substantial public interest as defined in legislation

Collecting pupil information

While the majority of information we collect about your child is mandatory, there is some information that can be provided voluntarily.

Whenever we seek to collect information from you, we make it clear whether you must provide this information (and if so, what the possible consequences are of not complying), or whether you have a choice.

Most of the data we hold about your child will come from you, but we may also hold data about your child from:

  • Local authorities
  • Government departments or agencies
  • Police forces, courts or tribunals

Storing pupil data

We keep personal information about your child while they are attending our school. We may also keep it beyond their attendance at our school if this is necessary.

Our record retention policy sets out how long we keep information about pupils.

We have put in place appropriate security measures to prevent your child’s personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We will dispose of your child’s personal data securely when we no longer need it. Our record retention policy sets out how long we keep information about pupils and how to dispose of it.

Who do we share pupil information with?

We do not share information about your child with any third party without consent unless the law and our policies allow us to do so.

Where it is legally required or necessary (and it complies with UK data protection law), we may share personal information about your child with:

  • Our local authorities, to meet our legal obligations to share certain information with it, such as safeguarding concerns and information about exclusions
  • Government departments or agencies
  • Our youth support services provider
  • Our regulators, e.g., Ofsted, DFE
  • Suppliers and service providers: e.g.
    • Catering providers
    • Content, filtering and monitoring providers
    • Software providers
  • Financial organisations
  • Our auditors
  • Survey and research organisations
  • Health authorities
  • Security organisations
  • Health and social welfare organisations
  • Professional advisers and consultants
  • Charities and voluntary organisations
  • Police forces, courts, tribunals

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.

The School Information (England) (Amendment) Regulations 2017

Certain local schools normally admit students at an age other than 11 or 16. All schools within travelling distance of such a school must provide names and addresses of students on roll to the Local Education Authority of all those students eligible to transfer. This information is then used to let parents know that such a school is accepting applications.

National Pupil Database

We are required to provide information about pupils to the Department for Education as part of statutory data collections such as the school census. Some of this information is then stored in the National Pupil Database (NPD), which is owned and managed by the Department for Education and provides evidence on school performance to inform research.

The database is held electronically so it can easily be turned into statistics. The information is securely collected from a range of sources including schools, local authorities and exam boards.

The Department for Education may share information from the NPD with third parties, such as other organisations which promote children’s education or wellbeing in England. These third parties must agree to strict terms and conditions about how they will use the data.

For more information, see the Department for Education’s webpage onhow it collects and shares personal data.

You can also contact the Department for Education with any further questions about the NPD.

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 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 the local authority website.

Transferring data internationally

We may share personal information about your child, where different data protection legislation applies.

Where we transfer your child’s personal data to a third-party country or territory, we will do so in accordance with UK data protection law.

Your right to access your child’s educational record Parents, or those with parental responsibility, also have the right to access their child’s educational record (which includes most information about a pupil).

This right applies as long as the pupil is aged under 18.

There are certain circumstances in which this right can be denied, such as if releasing the information might cause serious harm to the physical or mental health of the pupil or another individual, or if it would mean releasing exam marks before they are officially announced.

How to access personal information that we hold about your child

You have a right to make a ‘subject access request’ to gain access to personal information that we hold about your child.

You may also have the right for your child’s personal information to be transmitted electronically to another organisation in certain circumstances.

If you would like to make a request, please contact us.

Data Controller

Lincolnshire Gateway Academies Trust serves as the Data Controller for all LGAT Academies, please click here to contact us.

ICO Registration number: ZA137808