Privacy Policy

Privacy Notice (How we use pupil information)

The categories of pupil information that we collect, hold and share include:

·         Personal information (such as name, unique pupil number and address)

·         Characteristics (such as ethnicity, language, nationality, country of birth and free school meal eligibility)

·         Attendance information (such as sessions attended, number of absences and absence reasons)

·         Assessment and Transitional Information

·         Relevant medical and medication information

·         Special Educational Needs information

·         Exclusion / Behavioural data

·         Financial information

Why we collect and use this information

We use the pupil data:

·         to process admissions

·         to support pupil learning

·         to monitor and report on pupil progress

·         to provide appropriate pastoral care

·         to assess the quality of our services

·         to comply with the law regarding data sharing

·         to assist our safeguarding procedures

·         to administer medicine and personal care where appropriate

·         to communicate with pupils, parents and carers

·         to provide payment and suitable catering services

·         to ensure safety and security

·         to promote the school and its activities

·         to allow us to respond to complaints and other issues that may be raised

 

The lawful basis on which we use this information

  • 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
  • consent has been obtained from the data subject
  • necessary for the performance of a contract with the data subject
  • processing is necessary for compliance with a legal obligation
  • processing is necessary in order to protect the vital interests of the data subject or of another person

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 General Data Protection Regulation, 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 until the age of 25 years old after which the files will be securely destroyed.

Who we share pupil information with

We routinely share pupil information with:

  • schools that the pupil’s attend after leaving us
  • our local authority
  • other local authorities as necessary e.g. for Looked After Children
  • the Department for Education (DfE)
  • School Nurses
  • NHS
  • Exam Board and moderators
  • Catering and trip payment service and destination providers
  • Pupil and Parental communication service providers
  • Careers advisors/work experience providers
  • Student IT services providers to support learning

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 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 our local authority (LA) and the Department for Education (DfE) under section 3 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

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 or 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.

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: Devon County Council – https://new.devon.gov.uk/

 

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 Business Manager at South Molton Community College (SMCC).

 

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, we request 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 contact:

Our designated Data Protection Officer (DPO) is:                i-west

E-mail:                                                                                               i-west@bathnes.gov.uk

 

i-west is an external provider who offer specialist Data Protections services to SMCC.  Their website is: www.auditwest.co.uk

For general queries at SMCC:

Business Manager
management@smcc.devon.sch.uk
South Molton Community College
Alswear Old Road
South Molton
Devon
EX36 4LA

Tel: 01769 572129