Privacy Notice (How we use pupil information)
The categories of pupil information that we process include:
- personal identifiers and contacts (such as name, unique pupil number, contact details and address)
- 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 and administration (such as doctors information, child health, dental health, allergies, medication and dietary requirements)
- attendance (such as sessions attended, number of absences, absence reasons and any previous schools attended)
- assessment and attainment (such as phonics results, and any relevant results)
- behavioural information (such as exclusions and any relevant alternative provision put in place)
- Details of any support received, including care packages, plans and support providers
Why we collect and use pupil information
We collect and use pupil information, for the following purposes:
a) to support pupil learning
b) to monitor and report on pupil attainment progress
c) to provide appropriate pastoral care
d) to protect pupil welfare
e) to assess the quality of our services
f) to keep children safe (food allergies, or emergency contact details)
g) to meet the statutory duties placed upon us for the Department for Education (DfE) data collections
h) To make sure our information and communication systems, equipment and facilities (e.g. school computers) are used appropriately, legally and safely
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing pupil information are:
- Article 6.1.e states that the use of personal data is justified if ‘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’. In this instance, the requirement for the school to deliver education under the Education Act (1996) requires us to collect information to deliver this service.
- Article 9 covers the use of sensitive personal information (this includes health and social care information). This is justified either by article 9.2.a (consent from the data subject) or article 9.2.e (processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services).
Collecting pupil information
We collect pupil information via registration forms when the child starts at the school or Common Transfer File (CTF) or secure file transfer from previous school.
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. In order to comply with the data protection legislation, we will inform you at the point of collection, 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 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 check our website https://www.johnhampdenwendover.co.uk
Data is held securely in paper pupil files, electronically on a SIMS database and on confidential drives on the school IT system.
Who we share pupil information with
We routinely share pupil information with:
- schools that the pupils attend after leaving us
- our local authority
- the Department for Education (DfE)
- school governors
- school nursing team
- JSL (IT Provider)
- Online systems: Parentpay, Purple Mash, Premier Education
- Other parties where there is a legal basis for doing so
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.
Department for Education (DfE)
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.
Examples for school census:
- section 3 of The Education (Information About Individual Pupils) (England) Regulations 2013.
Examples for Assessment and Reporting Arrangements:
- EYFSP – Section 40(2)(a) of the Childcare Act 2006 (Learning and Development Requirements) Order 2007 (S.I.2007/1772)
- KS1 (including phonics) – section 87 of the Education Act 2002. Article 9 of The Education (National Curriculum) (Key Stage 1 Assessment Arrangements) (England) Order 20042
All data is transferred securely and held by the Department for Education (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. For privacy information on the data the Department for Education collects and uses, please see: https://www.gov.uk/government/publications/privacy-information-early-years-foundation-stage-to-key-stage-3
and
https://www.gov.uk/government/publications/privacy-information-key-stage-4-and-5-and-adult-education
Requesting access to your personal data
The UK-GDPR gives parents and pupils certain rights about how their information is collected and used. To make a request for your personal information, or be given access to your child’s educational record, contact Sue Barnes – Head Teacher or Jai Lablans (JSL Computing) Data Protection Officer.
You also have the following rights:
- the right to be informed about the collection and use of your personal data – this is called ’right to be informed’.
- the right to ask us for copies of your personal information we have about you – this is called ’right of access’, this is also known as a subject access request (SAR), data subject access request or right of access request.
- the right to ask us to change any information you think is not accurate or complete – this is called ‘right to rectification’.
- the right to ask us to delete your personal information – this is called ‘right to erasure’
- the right to ask us to stop using your information – this is called ‘right to restriction of processing’.
- the ‘right to object to processing’ of your information, in certain circumstances
- rights in relation to automated decision making and profiling.
- the right to withdraw consent at any time (where relevant).
- the right to complain to the Information Commissioner if you feel we have not used your information in the right way.
There are legitimate reasons why we may refuse your information rights request, which depends on why we are processing it. For example, some rights will not apply:
- right to erasure does not apply when the lawful basis for processing is legal obligation or public task.
- right to portability does not apply when the lawful basis for processing is legal obligation, vital interests, public task or legitimate interests.
- right to object does not apply when the lawful basis for processing is contract, legal obligation or vital interests. And if the lawful basis is consent, you don’t haven’t the right to object, but you have the right to withdraw consent.
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 raise a concern with ICO.
For further information on how to request access to personal information held centrally by the Department for Education (DfE), please see the ‘How Government uses your data’ section of this notice.
Withdrawal of consent and the right to lodge a complaint
Where we are processing your personal data with your consent, you have the right to withdraw that consent. If you change your mind, or you are unhappy with our use of your personal data, please let us know by contacting Sue Barnes – Head Teacher or Jai Lablans (JSL Computing) Data Protection Officer.
Last updated
We may need to update this privacy notice periodically so we recommend that you revisit this information from time to time. This version was last updated in November 2024.
Contact
If you would like to discuss anything in this privacy notice, please contact: Sue Barnes – Head Teacher, The John Hampden School Wendover, Wharf Road, Wendover, Bucks HP22 6HF or Jai Lablans (JSL Computing) Data Protection Officer via office@jhampden.bucks.sch.uk
How Government uses your data
The pupil data that we lawfully share with the Department for Education (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)
Data collection requirements
To find out more about the data collection requirements placed on us by the Department for Education (DfE) (for example; via the school census) go to https://www.gov.uk/education/data-collection-and-censuses-for-schools
The National Pupil Database (NPD)
The NPD is owned and managed by the Department for Education (DfE) and contains information about pupils in schools in England. This information is securely collected from a range of sources including schools, local authorities and awarding bodies.
The data in the NPD is provided as part of the operation of the education system and is used for research and statistical purposes to improve, and promote, the education and well-being of children in England.
The evidence and data provide DfE, education providers, Parliament and the wider public with a clear picture of how the education and children’s services sectors are working in order to better target, and evaluate, policy interventions to help ensure all children are kept safe from harm and receive the best possible education.
To find out more about the NPD, go to https://www.gov.uk/government/publications/national-pupil-database-npd-privacy-notice/national-pupil-database-npd-privacy-notice
Sharing by the Department for Education (DfE)
DfE will only share pupils’ personal data where it is lawful, secure and ethical to do so. Where these conditions are met, the law allows the Department for Education (DfE) to share pupils’ personal data with certain third parties, including:
- schools and 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
For more information about the Department for Education’s (DfE) NPD data sharing process, please visit: 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 the Department for Education (DfE) to request access to individual level information relevant to detecting that crime.
For information about which organisations the Department for Education (DfE) 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
How to find out what personal information the Department for Education (DfE) holds about you
Under the terms of the UK GDPR, you are entitled to ask the Department for Education (DfE):
- if they are processing your personal data
- for a description of the data they hold about you
- the reasons they’re holding it and any recipient it may be disclosed to
- for a copy of your personal data and any details of its source
If you want to see the personal data held about you by the Department for Education (DfE), you should make a ‘subject access request’. Further information on how to do this can be found within the Department for Education’s (DfE) personal information charter that is published at the address below:
or
To contact the Department for Education (DfE): https://www.gov.uk/contact-dfe
