Joseph Turner Primary
(Handling of Pupil and Families data)
Reviewed June 2021
To be reviewed June 2023
General Data Protection Regulations (GDPR) 2018
The categories of pupil and family information that we collect, hold and share include:
Why we collect and use this information:
We use the pupil and family data:
The lawful basis on which we use this information:
We use information about children to enable us to carry out specific functions for which we are responsible. We also use this personal data to derive statistics which inform decisions we make regarding the running of the school, the curriculum, safeguarding and to assess pupil outcomes. The lawful basis is as follows (Article 6):-
And (Article 9)
We collect and use pupil and family information under responsibilities set out within:
The submission of the school census returns, including a set of named pupil records, is a statutory requirement on schools under Section 537A of the Education Act 1996. This means that schools do not need to obtain parental or pupil consent to the provision of information and ensures schools are protected from any legal challenge that they are breaching a duty of confidence to pupils.
Collecting pupil and family information
Whilst the majority of pupil and family 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 and family data
We hold children and family data for various periods of duration as determined by School’s Retention Schedule.
Who we share pupil and family information with
We routinely share pupil information with:
Why we share pupil family information
We do not share information about our pupils or families 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 share pupils and families data with the local authority and other local authorities our pupils reside in or leave to go to, to allow them to carry out statutory duties including the identification of children missing education, and to ensure that all pupils get a suitable education, in line with in line with sections 436A and 437 of the Education Act 1996. The local authority also has responsibilities around the identification of pupils with special educational needs as identified in section 22 of the Children and Families Act 2014.
We also share pupils data with the local authority for the purposes of comparative data analysis and to enable the provision of services by the Local Authority as defined in the current contracts, Service Level Agreements or data sharing agreements.
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.
We share pupil information with school nurses, speech and language, local health trusts and their commissioned health services in order to ensure our pupils’ medical needs are addressed, thus ensuring our children get a suitable education and are kept safe at all times.
We share pupil information with Sandwell Leisure Trust in order to monitor and report on pupil swimming progress.
We share pupil information with SIPS Education Ltd Music Services for the purposes of fulfilling their reporting obligations to the Arts Council and to demonstrate the levels of participation and continuation in music activities. All data is reported to the Arts Council as totals, in an anonymised format, so no children can be individually identified in any way.
We share pupil information with our Photographer Provider to allocate a photograph to a pupil ready for purchasing of photographs by parents.
We add pupil and parent information to a web based software package provided by our Catering Service Provider to allow ordering and payment of school meals.
We add pupil and parent/carer information to a web based software package provided by a Text Messaging Service to allow communication via text messages and email to be made from school to parents/carers.
We add pupil information to a web based software package provided by a Visitor Management and School Sign In System, to log pupils attendance (signing in and signing out) during the school day. This is a safeguarding tool and is used in a Fire Evacuation.
We allow access to pupil and family data held on our Management Information System for our Management Information System Provider and IT Support Provider to help resolve issues remotely.
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.
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:
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:
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:
You also have the right to:
Where the processing of your data is based on your consent, you have the right to withdraw this consent at any time.
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/
If you would like to discuss anything in this privacy notice, please contact: